Legal Records Associate

Records Associate

$19-20/hr

Dallas, TX

This non-exempt position works under the direct supervision of the Records Supervisor/Manager and assists in processing file requests from Secretaries, Paralegals, File Clerks, and Attorneys. Quality checks the classification of files created by firm Secretaries and/or Paralegals and label boxes for off-site or internal storage. Updates Elite 3E file locations to integrate off-site or firm-approved storage areas (file cabinets, shelves, and workrooms). The Records Clerk is responsible for maintaining records in Elite 3E Records Manager software to ensure records accurately reflect information for current location, storage, and/or retrieval. The Records Clerk is also responsible for collecting material designated for shredding and making such material available to vendors for scheduled pickup for multiple offices.

Essential Duties

• Edit existing barcode file labels in the Elite 3E Records Management database and reprint them if needed, especially for legacy labels without a barcode.
• We can edit file label descriptions and formats. Records clerks do not have the ability to change the client/matter number or name of the client or the matter.
• Ensure compliance with Firm Records Management Policy and Records Department Procedures.
• Ensure all administrative and client files and records that are no longer needed (determined by Attorneys, Paralegals, Secretaries, and other Department heads) by internal users are picked up at a scheduled time and returned to the Records Center for processing, pickup by off-site storage, or internal storage.
• Live inventory updates: The Records Clerk will be assigned to use a wireless handheld scanner to scan barcodes of files in all locations quarterly to update their location status in Elite 3E.
• Research information on file history, activity, etc.
• Collect materials designated for shredding and make such material available to vendors for scheduled pickup.

Other Duties

• Shift and move files identified by firm users, the director of records, records clerks, or records supervisors to reorganize department storage rooms/filing areas and make room for new files for current or new client matters.
• Matter and client closures: Identify no longer active files that are ready to process for storage and/or destruction, according to the firm's retention policy.
• File Transfers: When instructed by the Transfer Coordinator for departing attorneys, incoming attorneys, new counsel, or files going straight to the client, the assigned Records Clerk collects the identified files and submits them for review by the Supervising Attorney. We pick them up and ship them to the prescribed recipient upon approval.
• Assist with training when requested
• Monitor Records supplies and restock as necessary (labels, boxes, etc.).
• Other duties and projects as assigned.

Reporting Relationship

Reports to: Records Supervisor/Manager, who reports to the Director of Records and Conflicts.

Qualifications

• Knowledge of RIM principles and records management database principles
• Working knowledge of Microsoft Word, Excel, and Outlook
• Must be able to craft professional email communication using good grammar and the correct salutations.

Skills

• Data entry experience is required
• Ability to follow instructions effectively in compliance with Records Department Policy and Procedures.
• Ability to follow instructions effectively from internal clients and follow up and through.
• The ability to stay on tight schedules/deadlines and to work under pressure is a must.
• Ability to work independently and be self-motivated and disciplined.
• Maintain a professional demeanor with a strong emphasis on service attitude and responsiveness and be able to work tactfully with internal clients.
• Communication skills, including both written and verbal.
• Good interpersonal skills, teamwork/cooperation, and ability to adapt to changing work situations.
• Strong organizational skills.
• Excellent attention to detail.
• Ability to work overtime as needed.
• Reliable and punctual.

Education

High school diploma or GED required

Physical Demands

• Must be able to move containers weighing up to 50 pounds, use step ladders, push carts, and retrieve/replace objects from shelving units (from floor level to 8 feet high).
• Ability to move and shift file folders in filing shelves or filing cabinets.
• Ability to twist and bend.

Working Environment

• Office environment.

The above is intended to describe the general content of and requirements for the performance of this job. It should not be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Job Type: Full-time

Pay: $19.00 - $20.00 per hour

Benefits:

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

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

Salary : $19 - $20