Records Team Leader

Essential Duties & Responsibilities

• Create and maintain barcoded files in accordance with specifications provided by attorneys and legal staff.


• Respond promptly to file and records requests received via email, telephone, or in person.


• Retrieve records from on-site file storage locations and coordinate file retrievals from off-site storage vendors.


• Deliver requested files, records, and storage boxes to attorneys, paralegals, and staff.


• Collect files and records prepared for storage and coordinate transfer to on-site or off-site locations.


• Prepare, inventory, and process records for off-site storage using records management software.


• Maintain the integrity of records databases by accurately tracking and updating file locations and status changes.


• Identify and research record-related information, including mail, checks, faxes, and other documents, utilizing records and conflicts management systems.


• Conduct conflict of interest searches as part of the firm's new client and matter intake process.


• Coordinate with firm management and legal personnel to obtain approvals required for opening new matters.


• Enter, update, and maintain client and matter information within the firm's billing and records management systems.


• Process matter originations and ensure all required client and matter data is entered accurately and in a timely manner.


• Maintain accurate records of all parties associated with client matters to support conflict management and compliance requirements.


• Update and maintain attorney profile information within billing, records, and related firm systems.


• Process and maintain attorney fee entries in accordance with firm policies and procedures.


• Modify client and matter billing information as required.


• Generate, analyze, and distribute client, matter, records, and billing-related reports as requested by attorneys and management.


• Open, maintain, and close client matters in compliance with firm policies, procedures, and retention requirements.


• Review and close inactive files and coordinate retention and disposition activities in accordance with established schedules.


• Assist the Records Manager with daily records operations, workflow coordination, training, and quality assurance initiatives.


• Serve as a primary point of contact for record-related inquiries and provide exceptional customer service to attorneys, staff, and clients.


• Perform other duties and special projects as assigned.

ADDITIONAL TASKS AND RESPONSIBILITIES

• Inventory and restock file supplies.


• Prepare eligible files and items for destruction.


• Assemble shredding for monthly pickup.


• Assemble boxes for off-site storage pickup.


• Audit file inventory throughout the firm.

Knowledge, SKILLS, and Abilities:

• Knowledge of arithmetic, English and grammar obtained through high school education.


• Three (3) years’ related experience in records management is preferred.


• Excellent oral and written communication skills with strong people skills.


• Strong knowledge of Microsoft Office (Excel, Word).


• Strong clients focus and ability to interact with clients at all levels.


• Ability to meet deadlines and prioritize work

Education

• High school diploma or equivalent