Focused on employment and labor law since 1958, Jackson Lewis P.C.’s 1,000+ attorneys located in major cities nationwide consistently identify and respond to new ways workplace law intersects business. We help employers develop proactive strategies, strong policies and business-oriented solutions to cultivate high-functioning workforces that are engaged and stable, and share our clients’ goals to emphasize belonging and respect for the contributions of every employee.
The Firm is ranked in the First Tier nationally in the category of Labor and Employment Litigation, as well as in both Employment Law and Labor Law on behalf of Management, in the U.S. News - Best Lawyers® “Best Law Firms”.
Position Summary
Under the general direction of the Records and Information Governance Manager – Retention, the Senior Records Specialist – Retention in executing the firm’s records retention strategy. This position is responsible for assisting with the implementation and maintenance of retention schedules, organizing and managing legal records, and ensuring compliance with internal policies and external regulations. The ideal candidate is detail-oriented, proactive, and familiar with legal records management practices.
Responsibilities
- Records Retention Support
- Assist in applying and maintaining records retention schedules across legal departments
- Support periodic reviews of records to determine eligibility for archival or destruction
- Help ensure compliance with firm policies, client requirements, and applicable regulations
- Records Organization & Lifecycle Management
- Organize and classify records in accordance with established protocol and standards
- Track and manage the lifecycle of physical and electronic records, including storage, retrieval, and disposition
- Maintain accurate logs and documentation of retention activities
- Compliance & Audit Readiness
- Assist in preparing for internal and external audits related to records retention
- Help identify and resolve discrepancies in recordkeeping practices
- Support the Records and Information Governance Manager - Retention in monitoring adherence to legal and regulatory requirements
- System & Process Assistance
- Technical assistance in implementation of Automated Records Management Systems.
- Technical support of Automated Records Management Systems post implementation.
- Training and technical support to Automated Records Management System users.
- Use document management systems (e.g., FileTrail, NetDocuments) to update and manage retention data
- Participate in testing and rollout of system enhancements or policy updates
- Help document procedures and maintain training materials related to retention processes
- Stakeholder Collaboration
- Coordinate with attorneys, paralegals, IT, and administrative staff to support retention initiatives
- Respond to routine inquiries regarding retention policies and procedures
- Escalate complex issues to the Records and Information Governance Manager – Retention for resolution
- Other Duties may include working closely with Director of RIG or Managers on the following:
- Manage/Coordinate records related to office upfit/move/downsizing projects.
- Assisting with brainstorming the development and implementation of RIG policies and procedures
- Enhancing user services and relationships
- Assessing equipment usage and needs
- Inactive/Active records storage management
- Assistance with paperless initiatives.
- Assists with records related vendor relationships: Offsite Storage, Secure Shred, etc.
- Data Entry Coordination of Outside Counsel Guidelines and Litigation Hold information.
Qualifications
- BA/BS preferred.
- Minimum of 7 years of experience in Records and Information Governance review and processing preferred.
- Proficiency with Automated Records Management Systems, preferably FileTrail
- Highly developed analytical skills, with proven ability to work accurately, show good judgement, organize and prioritize work to meet deadlines.
- Ability to work individually or as a team leader.
- Well-developed communication skills, both written and oral, and effective interpersonal skills, including the ability to build productive networks and negotiate confidently and diplomatically.
- Demonstrated ability to manage work projects to achieve results in support of a shared purpose and direction.
- Physical ability to pick up and move offsite storage boxes weighing as much as 40 lbs.
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For Chicago, the expected salary range for this position is between $34.30/hour and $38.00/hour. The actual compensation will be determined based on experience and other factors permitted by law.
Jackson Lewis offers a competitive benefits package that includes:
· Medical, dental, vision, life and disability insurance
· 401(k) Retirement Plan
· Flexible Spending & Health Savings Account
· Firm-paid holidays, vacation, and sick time
· Employee assistance program and other firm benefits.
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other characteristics protected by law.