Sr. Records Specialist

Position Summary

We have the opportunity for an experienced Senior Records Specialist to join the firm in our Raleigh, NC office. The Senior Records Specialist is a team member of, or associated with, the Records Management Group which is a business unit of the Client Information Risk Services (CIRS) department. The Senior Records Specialist is responsible for coordinating the entire lifecycle management of active and inactive client records, as well as the Firm's business records, in any form; performs duties consistent with the Firm's defined standards of quality assurance and compliance; assists with the monitoring and administration of the Firm's records and information management policies and procedures; assumes and manages project assignments; trains new team members, as necessary; and acts as a mentor and role model to junior team members. Having knowledge and experience in managing immigration business records is a plus.

Essential Functions

• Demonstrates an understanding of records and information governance concepts regarding electronic and hardcopy and records in a law firm environment.
• Performs, as necessary, all duties and tasks required of a Records Specialist, including, but not limited to, creating / maintaining records in the RMS; preparing files and boxes for offsite storage; filing documents; performing routine audits of files in circulation; routinely auditing the Records Center and sending eligible records to offsite storage; interacting with the local offsite storage vendor for deposits or retrievals of materials.
• Performs records management research / investigation, as necessary.
• Produces a variety of reports for client and administrative needs.
• Coordinates lawyer and staff onboarding relative to records management, including training on use of the Firm's Records Management System (RMS) and awareness of the Firm policies and procedures pertinent to records and information management.
• Continually provides guidance to lawyers, paralegals and administrative staff about the Firm's records management best practices; assists with ad hoc "how to" training of the RMS, as necessary.
• Supports the Senior Records Manager / Office Administrator (OA) with the setup of office specific archive and / or shredding accounts and the timely tracking / processing of related invoices.
• Supports the Senior Records Manager / OA with facilitation of the Firm's approved records disposition process. Processes hardcopy and / or electronic media in instances of inbound or outbound client file transfers following established Firm procedures.
• Actively interacts and collaborates with team members to provide deliverables and service to the highest and sustainable level of quality and professionalism as defined by CIRS department and / or Office / Firm standards.
• Actively assists and supports the Senior Records Manager and / or OA in daily operations and functions.
• Communicates routinely with the Senior Records Manager and / or OA about emerging records management issues or circumstances. Ensures issues are escalated timely.
• Assumes responsibility for maintaining the highest level of confidentiality about the Firm's clients and records.
• Attends and participates in Records Management Group and / or CIRS team virtual meetings.
• Maintains awareness of trends, developments and new methodologies and / or technologies impacting the records management operation.
• Participates in CIRS and / or Firm project teams / task forces in various initiatives.
• Assumes and completes additional duties and / or responsibilities, as requested.

Requirements

Please note, we are not working with outside recruiters for this position.

Benefits

Ogletree Deakins offers a robust suite of benefits for our Staff including : Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental & Vision coverage, Health Savings Account / Flexible Spending Accounts to help offset the cost of dependent care and / or health care expenses, Tuition Reimbursement and an Employee Assistance Program.

Contact Information

If you have questions, please e-mail Megan Becker at megan.becker@ogletree.com "Sr. Records Specialist" in the subject line. Please note, applications submitted via e-mail will not be considered.

Firm Overview

Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Premier client service, as outlined in the firm's Client Pledge, is one of the firm's top priorities and a cornerstone of its core values. Best Law Firms® has named Ogletree Deakins a "Law Firm of the Year" for 13 consecutive years. In the 2024 edition, the publication named Ogletree Deakins its "Law Firm of the Year" in the Employment Law - Management category. Ogletree Deakins has more than 950 attorneys located in 59 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.

Equal Opportunity Employer.