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