Information Governance Assistant, Ropes & Gray, Boston, MA
Posted June 28, 2019
About Ropes & Gray
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.
JOB SUMMARY:
As a valued member of the Information Governance (IG) team, you will join a highly skilled and motivated team of IG professionals. We are looking for someone to assist in the operation of a centralized system of maintenance for the firm’s client files: organize, collect, and file all incoming related work; retrieve and distribute files upon request; update the Records Management database (IRM); scan documents as required; assist with special departmental assignments as needed.
DAY IN THE LIFE OF AN INFORMATION GOVERNANCE ASSISTANT:
- Enter information into Records Management database (IRM)
- Properly file and account for all records following specific department/firm procedures; edit existing records as required
- Prepare new files
- Transfer inactive files to the warehouse
- Prepare boxes for offsite storage; retrieve boxes as required
- Research information on file history, activity, etc.
- Work on our team as a customer service representative
- Solve problems and ensure compliance with department procedures
- Track, organize, and retrieve files from central Records Department or warehouse
- Assist Information Governance Analyst with the attorney departure process
- Ensure proper filing of attorney email in firm document management system
- Participate in team meetings and professional development
- Assist Information Governance Mobility Specialist with review and release of designated client records (physical and electronic) for transfer out of the firm
- Assist Information Governance Disposition Specialist with review and possible disposition of client and firm information per established policies and procedures
- Contribute to the overall success of the local and firm-wide IG team
- Train new and existing employees
- Perform other work-related duties as assigned
SKILLS YOU CAN CONTRIBUTE TO THE TEAM:
- Organize and prioritize numerous tasks and complete them under time constraints
- Receive and follow instructions effectively from internal and external clients
- Follow up and follow through
- Accomplish a task thoroughly with concern for all aspects, no matter how small
- Interact effectively with all levels of personnel including attorneys, management staff, and support team using all forms of communication
- Creative andproactive problem-solving within department policies and procedures
- Successfully contribute in a team environment
- Show poise, flexibility, and maintain a professional manner in all situations
- Communicate effectively with people and handle issues through to resolution
- Reliable and punctual
- Work in a multi-office environment
- Succeed in a culturally and educationally diverse environment
EDUCATION AND EXPERIENCE:
- Bachelor’s degree required.
- One year of office experience preferred including data entry, records filing and related duties; law firm experience a plus
- Proficiency with Microsoft office
- iManage Records Manager (IRM) experience desired
- Experience with iManage/FileSite or similar electronic document management system preferred
- Experience working with electronic records system preferred
- Familiarity with records/document retention procedures preferred
- Familiarity with incoming and outgoing records transfer procedures preferred
APPLY: Click here for full job description and application.