Senior Associate, Records Clerk

Senior Associate, RIM Records Clerk

• Up to $18.00 per hour. Paid Time Off, Great Benefits.
• Hours of Position: 7am-4pm
• Desk Job with Strong Computer Skills
• Handling of Mail and Administrative tasks
• Real Estate Knowledge and Customer Service Skills preferred
• Work for a large company with opportunities for growth
• Requires Personal cell phone to access system
  
  

POSITION PROFILE

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and pursuant to the firm's records management procedures and guidance, oversees and coordinates daily tasks, workflow, and special projects within the Records Management Department; including but not limited to, creation, tracking, monitoring, labeling, delivery, closure, and storage of active and/or inactive client or firm files. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information. Most contact is internal to the organization.

Tasks

Job Duties and Responsibilities

• Perform basic records center operations in accordance with established RIM procedures.
• Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
• Receive files for entry into the Records Management System (RMS); review for accuracy and enter data.
• Sort, classify, and code material for filing and shelving.
• Prepare new files within the file classification plan.
• Generate labels and barcoding as necessary to track files.
• Accurately perform filing and interfiling of loose items on a timely basis.
• Perform assigned tasks that support the organization's legal hold process.
• Perform database queries and report activities as needed.
• Retrieve and arrange file delivery as requested.
• Access, compile, gather, and issue requested records and information.
• Receive and process records transferred to inactive storage in accordance with established schedules.
• Perform assigned tasks supporting the implementation of the organization's approved retention schedule.
• Scan records as directed, saving images in accordance with ESI policies and procedures.
• Communicate with offsite storage vendors.
• Monitor Records Management email and voicemail boxes and respond appropriately to requests and inquiries.
• Provide exemplary customer service.
• Handle special projects such as destruction implementation as directed.
• Provide input to management based on current and projected workload.
• Knowledge Of:
• Filing and data entry best practices.
• Personal computer skills.
• Familiarity with MS tools.
• Experience working in an office environment.
  
  

Skills Required To Perform Successfully

• Ability to take direction and perform tasks accordingly.
• Build effective and lasting working relationships.
• Collect metrics and communicate project status.
• Understand agreements with vendors and service providers; establish good working relationships with vendors and firm employees.
• Communicate appropriately verbally and in writing.
• Excellent customer service skills.
• Teamwork and sense of urgency as required.
• Seek feedback from others and opportunities to learn new skills.
• Exercise good judgment by making sound and well-informed decisions.
• Ability to learn and become competent with the firm's record systems which may include Legal Key, Elite, File Surf, Interwoven, and/or Outlook.
• Manage physical boxes.
• Identify conflicting task instructions and notify management.
• Verify the appropriateness of authorization.
• Provide customer service.
  
  

Qualifications (Education, Experience, And Certifications)

• Minimum high school diploma or equivalent.
• Experience in operating office equipment such as reprographics equipment, calculators, and reader/printers preferred.
• Strong customer service and communication skills.
• Good typing skills and basic computer skills with diligent attention to detail.
• Familiarity with file room operations.
• Attention to detail is very important.
• Ability to handle special projects assigned by records specialists/managers and supervisors.
• Professional appearance and adherence to dress code.
  
  

Knowledge, Skills, And Abilities

• Language Skills: Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures. Ability to effectively communicate information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Reasoning Ability and Problem-Solving Skills: Ability to define problems, collect data, establish facts, and draw valid conclusions. Exhibits judgment by making reasonable and defensible decisions and taking action to solve problems.
• Hardware and Software Abilities: Ability to use common software programs such as Microsoft Office (Word, PowerPoint, Access, and Excel), Microsoft Project, email software. Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.
• Other Abilities: Must be able to work in a team environment and maintain positive and productive relationships with clients and co-workers.
  
  

Working Conditions, Mental and Physical Demands

• Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level.
• From time to time, working in a warehouse environment may be required.
• Work assignments are diversified. Interpret, comprehend, and apply complex material, data, and instructions; prepare, provide, and convey diversified information.
• Ability to lift records boxes, not to exceed government or labor requirements. Typically, the requirement is the ability to lift 35 to 50 lbs.
• Work requires walking, standing, bending, reaching, lifting, or carrying objects that typically weigh less than 40 lbs. (e.g., papers, books, cartons, files, and small parts, etc.).
• Ability to push, pull, and move carts and trolleys for the purpose of relocating records cartons.
• Moderate dexterity, regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).
• Works closely with others in the organization to evaluate, research, and recommend information management solutions.
• Works closely with vendors, suppliers, and other external sources to assist in the evaluation of systems.
  
  

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.