Job description

Summary:

Foley Hoag LLP is seeking a Records Specialist who will be responsible for all activities associated with client file transfers, the intake of file transfers for lateral attorneys, records retention, and compliance with records standards. This position is responsible for upholding the standards of quality, consistency, accuracy, thoroughness, and customer service as defined and implemented by the Conflicts, Records and New Business Intake Department. The Records Specialist will work closely with the Records Manager and will report to the Director of Conflicts, Records and New BusinessIntake.

Responsibilities:

• Processes incoming and outgoing file requests and organizes records and files according to firm policies and procedures in both electronic and physical filing systems;
• Coordinates the transfer and storage of physical records with the Records Manager;
• Conducts records searches upon request, including sorting and classifying information according to specific guidelines and maintains a request log to track the movement of all records and files to ensure their accurate placement and location;
• Communicates with attorneys and business services staff members regarding lawyer mobility records issues, including client file transfers;
• Coordinates with members of the Information Technology team to process the intake of electronic and physical documents and emails for lateral attorneys;
• Contributes to records retention process, procedure, and technology improvements to provide optimum customer service and efficiency, including the implementation of electronic file retention processes and procedures;
• Liaise with attorneys, paralegals, legal administrative assistants and other business services staff members to ensure that comprehensive central records services are provided in an equitable, prompt, and efficient manner.
• Assists in developing and providing training and guidance to internal customers regarding records policies and procedures.
• Performs clerical and administrative duties and other special projects as requested, including filing, documentation, spreadsheet creation, and data entry; and
• Assists with the management and routine assessment of inventory and supplies.

Qualifications:

• At least two years of previous records/information governance or information technology experience;
• Previous experience with electronic records management systems strongly preferred;
• Ability to perceive and analyze problems, develop alternatives, and make or recommend sound decisions;
• Acute attention to detail, as well as excellent planning and organizational capabilities;
• Ability to take ownership of multiple tasks and projects and work independently to resolve issues;
• Effective communication and customer service skills;
• Ability to work under tight deadlines and be flexible in order to respond quickly and positively to shifting demands and opportunities;
• Reliable and comfortable working in a team-oriented and collaborative environment;
• Receptive to constructive feedback and ability to accept direction; and
• Ability to exercise discretion and maintain strict confidentiality of the firm’s confidential information.
• Bachelor’s degree required;
• Experience in a law firm records/information governance or information technology department or other experience in an information technology or legal environment preferred;
• Records management database experience preferred; and
• Proficiency with Microsoft Office Suite, as well as web-based systems preferred.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• New York, NY: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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