Project & Records Specialist

General Purpose:

The Project & Records Specialist develops and maintains standards for file project coordination to ensure timely and effective project completion for work performed within the department.  The Specialist keeps projects and all related processes/tasks running smoothly and efficiently. This role performs electronic data functions for records transfers and dispositions and performs various records management lifecycle and administrative functions within the department.

Essential Duties/Responsibilities:

Electronic Data and Information Management
• Provides electronic data gathering, reviews, and coordination for file transfers, file destructions and production requests.
• Performs data transmissions to complete file transfer requests.
• Systems include, but are not limited to, the Records Management System (“RMS”), Document Management System (“DMS”), fileshare, email, Matter Mobility and Disposition workflows.

Departmental System Administration Assistance
• Provides support and assistance to the department for troubleshooting and problem resolution for systems used by the Records Department: RMS, DMS, fileshare, email, Matter Mobility, Disposition workflows and Ethical Wall systems.
• Maintains departmental and team portal.
• Maintains detailed issues lists and enhancement customization inventory.
• Provides reports of issue resolution as necessary.

Project and Task Tracking/Coordination
• Maintains project and task information in a central location that is visible to those assigned.
• Provides follow-up for projects and tasks assigned to individuals, teams/groups and departments.4. Invoicing and Contract Administration
• Reconciles and tracks all invoices and expenses for Director’s approval. Maintains files for both active and inactive contracts in the contract management system.

Partner Inclusionary Walls
• Oversees and addresses InTapp requests for partner inclusionary walls or the requests to be added to an already existing wall.
• Partners with users on the correct use and maintenance of documents protected by a wall.

Miscellaneous Administrative Duties
• Performs other administrative duties as requested, such as: set up conference rooms and fulfill other related items for department meetings; reconciles expense reports of staff and Director and gives to the Director for review and approval.
• Maintains filing for Director as needed.

Competencies:

Communication – Understands the importance of and demonstrates verbal, written, and non-verbal communications.

Customer/Client Experience – Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.

Job Knowledge & Technical Skill – Functional / Technical expertise that demonstrates deep understanding of technical aspects of legal software systems and is able to apply best practices to achieve operational excellence. Role includes the ability to troubleshoot complex issues, implement solutions, and provide guidance and/or training to others.

Team Player – Works within team and cross-functionally to meet required results.

Supervisory Duties (if applicable):

This position has no supervisory responsibilities.

Job Qualifications (Education, Experience and Certification):

• Five (5) + years of records management or archival experience required or a Master of Library and Information Science degree or equivalent required; previous experience in legal records management strongly preferred.
• Bachelor’s or Master’s degree in Records Management, Library Science, or a related field preferred.
• Certificate in Archival and Records Management preferred.
• Experience with records management software, including FileTrail Governance, iCompli and iManage, and an understanding of the administration of a system. Experience with a new system implementation is preferred.
• Experience developing business requirements for software implementation and troubleshooting system problems in a systematic way.
• Ability to work collaboratively in a team environment among staff and with users, demonstrating excellent customer service.
• Ability to work independently with minimal supervision.
• Ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressures. Must have excellent computer skills, organizational skills, time management ability, and attention to detail.

Physical Requirements:

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least forty (40) pounds; have repetitive wrist/hand/finger movement to work on a computer, file audit hardware, and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.

The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Professional office atmosphere in a work center environment with multiple team members in the same room.  Position may require occasional extended hours to complete high demand work and occasional travel to other offices as needed.

The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.