Document Management Specialist

Field Representative I, RIM Records POSITION PROFILE

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm’s records management procedures and guidance, oversees and coordinates daily tasks, workflow, and special projects within the Records Management Department; including, but not limited to, creation, tracking, monitoring, labeling, delivery, closure, and storage of active and/or inactive client or firm files. File maintenance includes filing and indexing records. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information. Most contact is internal to the organization.

JOB DUTIES AND RESPONSIBILITIES

• Perform records center operations tasks in accordance with established RIM procedures.
• Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
• Receive files for entry into the Records Management System (RMS); review for accuracy and enter data. Sort, classify, and code material for filing, indexing, and shelving.
• Prepare new files within file classification plans, both physical and electronic.
• Maintain timely, accurate, and complete filing, interfiling, and indexing as required.
• Generate labels and barcoding as necessary to track files.
• Accurately perform interfiling of loose items on a timely basis.
• Perform assigned tasks that support the organization’s legal hold process.
• Perform database queries and generate activity reports as needed.
• Retrieve and arrange file deliveries as requested.
• Access, compile, gather, and issue requested records and information.
• Receive and process records transferred to inactive storage in accordance with established schedules.
• Perform assigned tasks supporting the implementation of the organization’s approved retention schedule.
• Scan records as directed, saving images in accordance with ESI policies and procedures.
• Serve as a key contact with offsite storage vendors.
• Maintain an accurate check-out system.
• Maintain confidentiality and privacy of all firm and client files.
• Maintain an organized Central File Room or backup file areas as directed.
• Perform backup and disaster recovery processes as directed.
• Monitor Records Management email and voicemail boxes and respond appropriately to requests and inquiries.
• Provide exemplary customer service.
• Handle special projects such as destruction implementation as directed.
• Provide input to management based on current and projected workload.

KNOWLEDGE OF

• RIM, EDRM, and ESI industry best practices.
• Organizational RIM security requirements, policies, and procedures.
• Personal computer skills.
• Microsoft (MS) tools.
• Legal environment operations.
• Database usage and report generation.
• RIM program policies and procedures.
• Organizational requirements regarding records security, classification, and access.

SKILL SETS REQUIRED TO PERFORM SUCCESSFULLY

• Ability to take direction and perform tasks accordingly.
• Build effective and lasting relationships.
• Collect metrics and communicate project status.
• Understand agreements with vendors and service providers; establish effective working relationships.
• Communicate appropriately both verbally and in writing.
• Excellent customer service skills.
• Teamwork and sense of urgency as required.
• Seek feedback and opportunities to learn new skills.
• Exercise sound judgment and make well-informed decisions.
• Ability to learn and operate firm record systems, including Legal Key, Elite, FileSurf, Interwoven, and/or Outlook.
• Manage physical boxes.
• Identify conflicting task instructions and notify management.
• Verify appropriateness of authorization.
• Provide consistent customer service.

QUALIFICATIONS

(Education, Experience, and Certifications)

• One or more years of college with specialized coursework in administrative management and computer technology.
• Minimum high school diploma or equivalent; BA or AA preferred; special training in Records Management a plus.
• Experience operating office equipment such as reprographics machines, calculators, and reader/printers.
• Law firm experience interacting with legal secretaries, paralegals, and attorneys.
• Strong customer service and communication skills.
• Good typing skills and basic computer proficiency with strong attention to detail.
• Records management or filing experience with cataloging systems preferred.
• Ability to handle special projects assigned by records specialists or managers.
• Professional appearance and adherence to dress code.
• Experience in an active records environment preferred.

KNOWLEDGE, SKILLS, AND ABILITIES Language Skills

Ability to read, assess, and interpret general business documents, procedural manuals, and technical documentation. Ability to effectively communicate information and respond to questions from managers, clients, customers, and the general public.

Mathematical Skills

Ability to apply fractions, percentages, ratios, and proportions to practical situations.

Reasoning and Problem-Solving Skills

Ability to define problems, collect data, establish facts, and draw valid conclusions. Uses sound judgment to make defensible decisions and take appropriate action.

Hardware and Software Abilities

Proficiency with Microsoft Office applications (Word, PowerPoint, Access, Excel), Microsoft Project, and email software. Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.

Other Abilities

Ability to work effectively in a team environment and maintain positive, productive relationships with clients and co-workers.

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

• Primarily office-based environment with adequate lighting, ventilation, temperature control, and moderate noise levels.
• May occasionally work in a warehouse environment.
• Work assignments are diversified and require the ability to interpret, comprehend, and apply complex material, data, and instructions.
• Ability to lift records boxes in compliance with labor requirements, typically 35–50 lbs.
• Requires walking, standing, bending, reaching, lifting, or carrying objects generally weighing up to 40 lbs.
• Ability to push, pull, and maneuver carts and trolleys for relocating records cartons.
• Moderate manual dexterity; regular use of calculator, keyboard, hand tools, and eye/hand coordination.
• Works closely with internal staff to evaluate, research, and recommend information management solutions.
• Works closely with vendors, suppliers, and other external resources in system evaluation activities.

The above statements describe the general nature and level of work performed and are not intended to be an exhaustive list of responsibilities, skills, efforts, or working conditions associated with the job.