Job Title: Electronic Records and Information Management Specialist
Job Responsibilities:
- Electronic Records Management: The specialist will apply best practices in records management to classify, organize, and maintain electronic records within systems like Open Text DM10, SharePoint 2016, and MS Access. This involves ensuring that records are accurately categorized and easily retrievable.
- Client and Matter Data Integrity: The role includes serving as a backup for client/matter creation and intake processes, ensuring data accuracy and consistency in entry, updates, and document classification.
- Training and Support: The specialist will assist in training staff on best practices for records handling and new business intake procedures, providing guidance on the proper use of records systems to enhance overall efficiency and compliance.
- Digitization and Retrieval: Responsibilities include the digitization and maintenance of court filings, contracts, USPTO correspondence, and other essential records. The specialist will retrieve, scan, and classify documents as required to maintain a comprehensive electronic database.
- System and Process Improvement: Collaboration with the Records Management Team Leader and Client Services Manager is key to document procedures, improve workflows, and enhance systems for managing electronic records.
- Database Maintenance and Reporting: The role involves maintaining database accuracy and supporting reporting needs by entering, updating, and verifying records tied to client and matter information.
- Cross-Functional Support: The specialist will coordinate with attorney support staff and other departments to ensure the complete and timely filing of client engagement documents and compliance with records protocols.
- Backup Coverage: Providing backup support for the New Business Intake Coordinator and assisting with time-sensitive requests is essential to ensure continuity of service.
Education and Experience Information:
Required:
- Strong level of customer service skills, preferably servicing internal stakeholders.
- Extreme attention to detail and accuracy.
- Effective communication skills.
- Sound judgment, discretion, and ability to maintain confidentiality.
- Ability to work independently in a dynamic, fast-paced environment.
- Flexibility to work outside regular business hours, as needed.
- Strong time management and prioritization skills.
- Initiative and accountability for assigned tasks.
- Strong grammatical, proofreading, and writing skills.
Preferred:
- Prior experience in records management, preferably in an intellectual property or legal environment.
- Working knowledge of document management systems (Open Text DM10), SharePoint, and database applications such as MS Access is helpful, but not required.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Familiarity with legal terminology, IP records, and matter lifecycle management is a plus.
Salary Information:
- Competitive salary and overall compensation package.
- Salary range: $68,000 to $77,000.
- Benefits include a Hybrid Remote Work Policy (2 Days In Office, 3 Days Remote), in-house and external learning and development opportunities, career coaching services, and generous health insurance, mental health, and well-being benefits.
EEO Statement:
The law firm is proud to be an equal opportunity employer, celebrating diversity and committed to creating an inclusive environment for all employees. Employment decisions are based on individual qualifications, job requirements, and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status, and/or any other legally protected characteristics. The firm is committed to providing reasonable accommodations for applicants requiring assistance during the application process.
