Information Governance (Records/Intake) Analyst

We have an immediate opening in our Milwaukee office for an Information Governance (Records/Intake) Analyst. We are seeking an energetic professional to perform a variety of key functions including: maintain the firm’s conflict database and New Business Intake software, operate the firm’s docketing software, physical and electronic file creation, maintenance and retention/disposition, and perform matter mobility duties.

As part of our team, some of the essential duties and responsibilities will include:

• Process new client and matter requests. Run searches in and update the conflict database, conducting due diligence searches, creating new clients/matters, update conflict system with additional parties to existing client/matters.
• Assign client and matter numbers for billing. Maintain client and matter information including names and addresses.
• Maintain the firm’s docketing program, including creating and updating events, assigned timekeepers, and due dates.
• Maintain Outside Counsel Guideline (OCG) database.
• Follow up with attorneys regarding engagement letters and other time-sensitive documents.
• Physical and electronic file creation, maintenance and disposition.
• Process incoming and outgoing matter mobility duties, including but not limited to pulling files for review, preparing release authorizations, identify sources of data, etc.
• Responsible for records management within the guidelines established by the firm. This includes checking in and out files utilizing online records system, requesting offsite files, ordering new files, organizing file room, and maintaining on-site files utilizing firm records management system.
• Perform duties related to the firm’s records retention process, including but not limited to running reports, receiving destruction authorization from firm timekeepers, updating databases, and coordinating with offsite storage vendor to arrange destruction.
• Consistently demonstrate exceptional client (internal & external) service.
• Other duties as assigned.

You must have a professional attitude with at least 1 to 3 years of office assistance experience. A minimum of an Associates Degree is required.

Other required qualifications include:

• Excellent written, oral and e-mail communication skills.
• Excellent listening skills.
• The ability to work comfortably in both a semi-autonomous as well as in a team environment.
• Prioritize and handle/complete multiple tasks with competing deadlines.
• Outstanding client service/interpersonal skills.
• Strong technology skills. Demonstrated familiarity and experience with 3E, Intapp, iManage or similar DMS, Microsoft Office, Adobe Acrobat, Video Conferencing Applications (Microsoft Teams, WebEx, Zoom).
• Exceptional organizational skills.
• Strong attention to detail with a commitment to accuracy.
• Superior grammar, spelling, vocabulary and language skills.
• Efficient, flexible and patient.
• Ability to carry out oral and written instruction and ask questions for clarification.
• Ensure strict discretion and tactfulness with confidential information.

Physical Demands and/or Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The phrases "occasionally," "regularly" and "frequently" correspond to the following definitions: "Occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time and "frequently" means 2/3 and more working time.

While performing the duties and responsibilities of this position, the employee is regularly required to walk, climb, stoop, kneel, crouch or crawl, reach above the shoulders, move from place to place and lift, push or pull up to 50 lbs. The employee is regularly required to talk and listen and frequently required to sit and use hands to finger or handle. Specific vision requirements for this position include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and/or certain state or local laws. Please contact Human Resources at recruiting@reinhartlaw.com if you need a reasonable accommodation or other assistance to participate in any aspect of the application process.