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Carrot Peelers, Sales, Personality and Your Job Search
Law Firm
Legal Staff
Litigation - Foreclosure (Lender-side)
Min 5 yrs required
Records Supervisor Duties: Under the general supervision of the Manager of Paralegal Services and Records, will be responsible for the maintenance and day-to-day operations of the Records Department, other file storage areas within the office, and contracted off-site storage. Integrating people, processes and technology, the records supervisor oversees procedures and policies relating to records and information management with an eye towards their intersection with knowledge management and the Firm’s increasing reliance on electronic file storage. Will be adept at developing action plans, adjusting to and implementing change, and utilizing technology. Supervise the daily operation of the Records Department including, but not limited to, the retrieval and management of electronic and hard copy documents and records from in-office and off-site locations; Respond to attorney requests relating to electronic and hard copy documents and records; Supervise team of records clerks, including monitoring of daily departmental workflow and delivery of ongoing training and mentoring; Organize and oversee hard copy documents located in the department and other in-office file storage locations, in conjunction with manager and the Facilities Department; Oversee office usage of the Firm’s electronic filing system (Decisiv) and implement other Firm-selected specialized software and procedures for department functions and their integration with Knowledge Management, including but not limited to: Law Manager, New Matter Intake, Decisiv, CoMMand, and Key Documents Library; Ensure that all files and records are accurately entered in the records management software (e.g., Law Manager), barcoded, tracked, securely stored and easily retrievable; Assist in the review, testing, evaluation, and implementation of new file and records software; Implement the Firm’s Document Retention Policy and other applicable Firm policies, including developing and implementing schedules for document review and operational procedures, in conjunction with manager; Assist manager with the development of the department’s annual budget, formal and informal evaluations of department staff and personnel decisions, the maintenance of vendor relationships relating to off-site storage and work with the Purchasing Department on review and revisions of contractual arrangements; Oversee special projects, including file relocation and cleanup, transfers, office moves and space allocations; Work cooperatively with Records and Knowledge Management staff in Cleary offices; Maintain Records statistics and provide reports and data to manager and office Files Committee as requested; and stay abreast of and implement best practices for electronic and hard copy recordkeeping by law firms.
Qualification and Experience
Requirements: Bachelor’s degree or equivalent combination of education and work experience; 5+ years records supervisory experience in a law firm or other professional services environment, preferably including paper and electronic management systems; Experience with file tracking software and off-site storage retrieval systems; Certified Records Manager certification a plus; Strong organization, planning, presentation and written and oral communication skills; Strong computer skills and a willingness and to learn and master database applications and new software.
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