Job Title: Legal Records Associate
Reports To: The Legal Records Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.
Job Overview: The Legal Records Associate provides exceptional office and records maintenance onsite. This position oversees the security, inputting/outputting, preservation, organization, and retrieval of legal records, documents, and files for a legal entity.
Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.
Duties and Responsibilities:
- Provides 5-star customer service to all employees (in all forms of communication).
- Evaluates current active records system for compliance by taking inventories and reviewing information retrieval needs.
- Monitor and listen to customers to understand inquiries and requests in order to provide accurate information about the firm's records and prompt assistance.
- Coordinates information creation, receipt, storage retrieval, and disposition.
- Ensures security and preservation of records in records centers and inactive records.
- Works with departments on special information research and retrieval projects to ensure that all information needs are met.
- Ensures application of retention schedules to inactive records.
- Answer verbal, telephone, written, and e-mail inquiries, regarding records requests in an efficient manner
- Prepare new files within the records system guidelines
- Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
- Manages outgoing mail/package transactions.
- Notifies employees upon receipt of inbound deliveries.
- Submit work orders for certain requests.
- Maintains the Business Service Center area in a neat and orderly fashion.
- Proactively seeks out additional work during downtime.
- Builds professional relationships with customers and other teams.
- Maintains professionalism and composure when interacting with all employees.
- Trains back-up and providing guidance on policies and procedures.
- Determines what additional support is needed when handling sensitive inquiries.
- Provides exceptional customer service to client.
- Provides reception or concierge (front of office) or office services (back of office) coverage as needed.
Competencies:
- Driven by client satisfaction.
- Strong integrity, and solid business ethics.
- Excellent presentation and interpersonal skills.
- Excellent written and oral English communication skills.
- Expert in customer service skills, professional attitude, and appearance.
- Outstanding organizational skills.
- Ability to maintain confidentiality.
- Attention to detail.
- Able to speak clearly so listeners understand, identify, and understand the speech of another person.
- Strong initiative required; ability to work independently with minimal direct supervision.
- Be personable, articulate, knowledgeable, and professional in presenting oneself in a professional setting.
- Flexibility in dealing with simultaneous projects.
- Ability to learn skills quickly.
- Reading, writing, and arithmetic skills.
Qualifications and Education Requirements:
- High School Diploma (or equivalent) required.
- 1-2 years or work experience required.
- 1 year of experience in law firm records management preferred.
- Previous experience utilizing legal-specific records management systems – (Legal Key) Records Management System preferred.
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