Our client, a law firm in Washington, DC, is recruiting for a Records
Specialist.  Please read the job description below.  If interested,
please send your resume to [log in to unmask]

 

The Records Specialist coordinates one or more primary functions of the
department, including the processing of new files, maintaining offsite
storage materials, implementing the records retention program, or
coordinating case room activities.  The Specialist may also mentor and
train new staff or other Firm personnel on records operations. 

Essential Duties and Responsibilities

"Essential duties" are those that an individual must be able to perform
with or without reasonable accommodation. 

1.	Directs one or more major functions of the department in a
largely independent manner with minimal supervision; develops plans,
organizes files and work flow, supports junior staff, and assumes
responsibility for the completion of major projects. 
2.	Responds to requests, (complex and basic), for files and records
information from attorneys and staff.  Researches and retrieves
appropriate files using all search tools available, including manual and
electronic resources.  
3.	Prepares new files both physically and within the records
database.  Provides correct data entry and identification for new
records.  Checks out files to appropriate persons.  Tracks the location
of files in the records database and in manual systems.  Detects and
corrects discrepancies between index entries and physical documents.  
4.	Proactively reviews Records database content and is able to
recognize errors and correct them; learns Records database functions and
department procedures to a high level of proficiency and serves as a
resource for other staff. 
5.	Assists or directs other Records staff in the performance of
their duties.  Trains newer Records employees and assists in orientation
of new attorneys and staff about Records services. 
6.	Prepares file releases for departing attorneys and file
transfers to other offices; correctly implements Firm procedures for the
review and disposition of privileged and non-privileged material. 
7.	Assists with records space management; organizes and classifies
large document collections in the Records Center and case rooms;
prepares and maintains an inventory of active cases; communicates with
attorneys and paralegals when the case is dormant or closed to expedite
removal of material to storage. 
8.	Implements the entire range of records retention functions;
researches the historical files of the Firm, ascertains which files are
subject to retention, contacts attorneys and clients with information on
retention actions; complies with client or attorney instructions;
maintains all database information regarding retention status. 
9.	Coordinates some or all box archiving and offsite storage
procedures; handles incoming and outgoing files; maintains consistency
of data between the vendor and Firm databases; processes vendor
invoices. 
10.	Compiles statistical data and prepares detailed reports. 
11.	Assists with special projects as requested. 
12.	Promotes effective work practices, works as a team member, and
shows respect for co-workers. 

Position Specifications

Education

*	Bachelor's degree required. 
*	Three years of relevant records experience may be substituted
for the degree.

Work Experience

*	At least three years related Records experience desired,
preferably in a law firm Records Department. 
*	Experience in other law firm positions having significant
document organizational responsibilities may be considered in lieu of
directly related Records experience. 

 



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