Records Generalist, Loring, Wolcott & Coolidge Office, Boston, MA

Posted May 20, 2015

Position Summary

The Records Generalist will support all records management activities within the firm’s Information Management Department. This position handles confidential information. Integrity, discretion, and respect for confidential information are absolutely essential.

Responsibilities

• Support the office’s on and offsite records program.
• In accordance with the firm’s Record Retention Schedule, transfer records into archival boxes or files, index the contents into inventories, and bar code the boxes or files for submittal to a commercial vendor.
• Act as the liaison for the office and the vendor in retrieving or returning archival boxes or files, assisting with the annual box destruction process, and in supporting document shredding pickups and deliveries.
• Maintain an offsite records retrieval log and follow-up on borrowed materials according to a set schedule.
• Maintain multiple inventories to properly track document storage and retention.
• Prepare, scan, and index office documents utilizing the Kofax scanning processes into OpenText eDocs (Hummingbird), the document management system, in a timely manner.
• File and retrieve onsite records across all document types generated and received by the firm.
• Proactively support individual departments in the firm in routine records management activities and special projects.
• Propose and implement enhancements to the electronic and paper based programs, both on and offsite.
• Support other Information Team members in their areas of responsibility.
• Carry out other duties as assigned.
• To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.

Requirements

• Ability to use all MS Office applications and email required.
• Must be able to lift an archive box weighing up to 55 pounds on a regular or as needed basis.
• Familiarity with Iron Mountain Connect, Kofax, and eDocs Hummingbird a plus.

Skills

• Solid customer service and attention to detail skills are essential.
• Must be able to learn new concepts within a complex and demanding environment.
• Must be willing and able to “own” the process and take responsibility for meeting challenging deadlines. This may require flexibility in hours from time to time.
• Have both a strong work ethic and a sense of “getting it right”.
• Be a self-starter, self-motivated individual who is able to organize and manage own workload in a fast-paced environment.
• Have a “can do” attitude and be willing to do whatever it takes, consistent with the expectations for everyone else in the office.
• Have an attention to detail.

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

Please send cover letter/resumes to [email protected].