Our Billings, Montana office is currently seeking an experienced Records Coordinator.

POSITION SUMMARY :

The Records Coordinator manages client files once they are no longer in use by attorneys. Under limited supervision of the Records Retention Manager, the Records Coordinator is responsible for storing, transferring, and tracking files and when appropriate, preserving or disposing of files.

KEY RESPONSIBILITIES :

• Communicates regularly with firm members to coordinate the transfer of files.
• Prepares physical files for storage, either digitally or in off-site storage, for all offices.
• Updates firm’s recordkeeping system reflecting changes in file status, i.e. released, transferred, preserved, disposed, and including attorney or client instructions, approvals, and confirmations.
• Processes files for preservation or secured disposition.
• Maintains quality control for all records procedures and output, including securing and protecting the privacy of documents.
• Scans paper documents and verifies that scanned documents are clear, legible, and searchable.
• Reviews and tracks file locations for all offices and shares file locations upon request.
• Routes file requests to Legal Administrative Assistants and / or Records Retention Manager, or other stakeholders as needed.
• Retrieves from and returns to storage corporate books for the Billings office as necessary.
• Coordinates file requests from / returns to various storage facilities.
• Reviews requests in ticketing system and processes as indicated, including closing matters; inactive matter lists requests;

research; file requests / returns.

• Mails notices, client releases, and file transfers, using various shipping services.
• Provide training to firm personnel on file management processes and functions and instruct on compliant maintenance of files.
• Maintains current knowledge of best practices and developments in document management through participation in professional organizations or conferences, attendance at meetings or workshops, participation in educational programs, and discussions with colleagues.
• Coordinates shredding and disposition for the Billings office.
• Communicates regularly via telephone and email.
• Adheres to all personnel policies and practices.
• Performs other related duties and tasks as assigned.

KEY SKILLS :

• Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel.
• Able to maintain strict confidentiality of the firm's internal and personnel affairs and client information.
• Able to work in collaboration within a team and independently.
• Able to learn new skills as technology evolves.
• Possesses excellent attention to detail, follows up on projects, and follows through on deliverables.
• Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently.
• Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members.
• Flexible and able to respond quickly and positively to shifting demands and opportunities.
• Able to effectively work in a multi-office environment and a culturally and educationally diverse environment.
• Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information.
• Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings.
• Able to gather relevant information, interpret and evaluate the data, and develop sound, practical solutions to complex issues.

MINIMUM QUALIFICATIONS :

• Minimum of three to five years of similar or relatable experience.
• Proficiency in Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Must be able to travel as needed.
• Available to work overtime as needed and approved by supervisor.
• Valid driver’s license.

PHYSICAL REQUIREMENTS :

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.
• Must be able to bend, lift, stretch, and climb.

PAY & BENEFITS :

The Firm offers a competitive wage and a comprehensive benefits package including :

• Medical, dental, and vision.
• Employer paid short and long-term disability.
• Voluntary life, accident, and critical illness.
• Flexible spending accounts.
• Vacation, sick, and personal leave.
• Paid parental leave.
• Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).

DISCLAIMER :

This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.

Last updated : 2024-05-18