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Records Analyst, Ropes & Gray, Boston, MA

Posted April 13, 2015

Job Summary:

Assist in the maintenance of the firm’s client and business information including physical and electronic files; collects and organizes all incoming related work, including retrieval and distribution of files. The records analyst serves as an initial point of contact for internal and external client requests and inquiries. In accordance with department policies and procedures, applies appropriate disposition to records. Provides support, as needed, for the firm’s document management system.

Primary Duties:

  1. Coordinates workflow and is responsible for prioritization of personal workload on a daily basis.
  2. Prepare new records, following department procedures.
  3. Edit and track existing records, including researching information on file activity history, by utilizing records management system reports.
  4. Under direction from the records coordinator and in accordance with the firm retention policy, review emails and records eligible for disposal or final disposition. Follow records disposal procedures communicating with responsible attorneys, clients, vendors and IT as appropriate.
  5. Assist records coordinator with the review and release of designated client records (including email, physical and electronic) for transfer out of the firm.
  6. Work on a team as a customer service representative, retrieving and delivering files from the records department or warehouse, and answering requests in all formats
  7. Creatively solve problems and adhere to department standard operating procedures and policies while executing good judgment in escalating issues to the records supervisor
  8. Assist with the training of new and existing department employees and end users
  9. Assist the records supervisor with ensuring compliance of department and firm policies and standard operating procedures
  10. Assist the senior records analyst with the attorney departure process including the collection, review and vetting of attorney’s personal emails and documents
  11. Under instruction of senior records analyst, file client and firm email to firm’s document management system.
  12. Support other records functions and Knowledge Management initiatives as needed.

Education, Experience and Skills Required:

  1. Bachelor’s degree required.
  2. Two years of general office work including data entry, records filing and related duties; law firm experienced preferred.
  3. Experience working with intellectual property, trust administration, and litigation records preferred.
  4. Proficiency with Microsoft office.
  5. LegalKEY Records Management software experience preferred.
  6. Experience with iManage/FileSite preferred.
  7. Demonstrated ability to work both independently and as part of a team is essential.
  8. Experience working with electronic records system preferred.
  9. Familiarity with records/document retention procedures preferred.
  10. Familiarity with incoming and outgoing records transfer procedures preferred.

Essential Capabilities:

  • Ability to organize and prioritize numerous tasks and complete them under tight time constraints
  • Ability to follow instructions from internal and external clients and follow through
  • Ability to accomplish a task by carefully paying attention to all levels of detail
  • Ability to communicate effectively both verbally and in writing with all levels of personnel, including attorneys, paralegals, secretaries and other support staff.
  • Able to work in a team environment
  • Ability to be flexible and maintain a professional manner in all situations
  • Reliable and punctual.
  • Ability to work within a multi-office environment.
  • Ability to work effectively in a culturally and educationally diverse environment.

Working Conditions:

Normal office environment and schedule.

Capability to lift at least twenty-five pounds repeatedly.

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

Apply at: https://chj.tbe.taleo.net/chj03/ats/careers/requisition.jsp?org=ROPESGRAY&cws=1&rid=491

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