Please see the job description below. If interested, please apply through the link at the end.
POSITION SUMMARY:
Establish and manage processes, procedures, policies, and provide leadership to implement records goals set by the Firm. The Records Manager is responsible for the organization and management of Central Files, off-site storage, and file rooms within the Firm. The Records Manager will be an operational and change agent for paper and electronic records policy and management.
RESPONSIBILITIES:
- Supervise the daily operation of Central Files including, but not limited to, the creation, retrieval and periodic review for retention of files from both in-house and off-site locations, maintenance of the daily docket control system, and updating of the FCC releases and forms files
- Day to day management of the Firm’s Records Department which includes ensuring that all files and records are accurately entered in the records management system, barcode labeled, tracked, securely stored and easily retrievable
- Gain a comprehensive understanding of current records management processes and needs across all departments within the firm.
- Gain a comprehensive understanding of risk management issues associated with records management and development procedures to minimize risk associated with records management.
- Conducts comprehensive reviews of firm-wide documents, records, and information management programs; prepares substantive summaries of findings and recommendations.
- Prepares formal records management policies, and supervises the development of comprehensive records retention and disposition schedules based on records management standards.
- Develops and manages operational procedures relating to active and inactive records management, records circulation, and release of records to outside parties and disposition of records where retention requirements have expired.
- Develops and manages operational procedures that support the consistent safekeeping of records potentially responsive to litigation and/or investigation.
- Maintain knowledge of laws affecting Records Management and ensure adherence to legal requirements for the retention, dissemination, access and storage of information maintained by the Firm.
- Develops training programs to support Firm-wide records management program implementations.
- Helps implement best practices for proper classification for electronic records using the firm’s enterprise system repositories.
- Orient new personnel to Records Department operations and provide Records Management expertise on a continuing basis to users throughout the Firm.
- Maintain and monitor the security of records and files.
- Develop and manage policies and procedures for the operations of on-site/off-site storage facilities for the Firm’s offices.
- Manage and supervise a team of records clerks, including monitoring daily departmental workflow, hiring/terminations, training, performance evaluations, and coaching/mentoring.
- Facilitate Firm-wide orientation training program to educate employees regarding Records policies and procedures.
- Manage vendor relationships.
- Evaluate Records equipment for purchase and service contracts.
- Participates in professional development programs to stay apprised of current issues and trends related to records management.
- Gain a thorough understanding of the firm’s new business intake process in order to recommend possible improvements in systems and process.
- Provides guidance and training for practice group personnel on filing procedures and use of - Firm’s enterprise records systems.
- Ensures personnel coming to, or departing the Firm follow standard on and off boarding policies including determining retention, transfer and disposition of client and administrative documents and records.
- Provides monthly reports and statistics as needed.
- Develops and manages special projects as assigned, including destruction, file clearance and clean up, transfers, office moves and space allocations.
MINIMUM QUALIFICATIONS AND SKILLS REQUIRED:
- Bachelor’s degree from accredited academic institution is preferred.
- Demonstrated excellent oral and written communications skills; strong organizational and planning skills; proven ability to lead and motivate people; demonstrated strong ability to perceive and analyze problems, develop alternatives and affect sound solutions, and ability to work effectively with all levels of personnel.
- 8 to 10 years of Records Management experience in a law firm, or other legal environment, including involvement with paper and electronic records management systems, imaging and emerging technologies with a college degree preferred.
- Experience with a bar coded file tracking system.
- Experience with off-site storage and retrieval systems.
- Ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
- Strong interpersonal skills required to work effectively with internal clients, vendors, and people at all levels at the firm. Must be able to work independently and as part of a team.
- Must project a professional demeanor, effectively represent the firm, and exhibit sound judgment.
- Superior attention to detail and proofreading skills.
- Must show initiative and be willing to take ownership of projects.
- Ability to effectively apply knowledge and skills and act as change agent as it relates to technology, workflow and digitization of hard copy documents.
- Available to work before or after normal working hours as necessary in order to met the demands of the job and needs of the firm.
- Excellent analytical skills, including the ability to compile, review, and determine logical conclusions or recommendations based on data and information which is varied in content and format.
- Excellent verbal and written communication skills.
- Expert computer knowledge preferred.
- Ability to prioritize and handle multiple tasks, work in fast paced environments, and make independent decisions.
- Ability to meet deadlines and complete all projects in a timely manner.
- Ability to handle sensitive and/or confidential material a must.
- Excellent problem solving skills.
To be considered for this position, a cover letter and resume must be submitted to the following link: http://www.recruitingcenter.net/clients/wrf/publicjobs
*This description outlines the basic requirements of this position. It is not intended to be a complete description of other requirements which include adherence to Firm policies and procedures as well as Department performance standards.
Doug Smith, ECMp
[log in to unmask]
Washington, D.C.
202-719-4455
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