Records Information Manager

Job Description

Job Description

Larkin Hoffman is seeking a full-time Records Information Manager to over the Firm's records and information governance program. This position will help to ensure both physical and electronic records are organized, secure, accessible, and managed throughout their lifecycle in accordance with firm policies, legal requirements, and industry standards. This role will play a hands-on role in the day-to-day management of records operations while working closely with attorneys, administrative teams, IT, vendors, and firm leadership. Success in this position requires strong attention to detail, a service-oriented mindset, and the ability to manage operational responsibilities while identifying opportunities to improve processes and strengthen records practices.

Candidates should have 4+ years of related experience in records management, information governance, document management, or a related field; prior law firm experience is preferred. Candidates must be proficient in Microsoft Suite and demonstrate proficiency using structured file storage analytical tools. Familiarity with records management and/or practice management software, preferably 3E; document management software; NetDocuments, and litigation database software is preferred.

We are motivated to attract and retain talented and diverse professionals into our growing firm and are committed to the training and professional development of our employees. Working at Larkin Hoffman has the benefit of being in a prime office location outside the downtown core at Normandale Lake Office Park for easy access with complimentary parking.

Essential Duties and Responsibilities:

• Coordinate the day-to-day management of the firm’s physical and electronic records, ensuring records are organized, accessible, secure, and maintained throughout their lifecycle in accordance with firm’s policies and procedures, legal requirements, and retention schedules.
• Manage processes related to active and inactive client records, including file creation, scanning, indexing, data imports and exports, quality control, storage, retrieval, and disposition.
• Support the conversion and migration of physical records to electronic formats while maintaining accuracy, consistency, and compliance with retention requirements.
• Coordinate record activities related to attorney and practice group onboarding, file transfers, and departures, including the secure movement, integration, or disposition of records.
• Assist with legal holds, audits, record requests, and other compliance-related activities as needed.
• Support the implementation of and ongoing maintenance of records management and information governance policies, procedures, and standards.
• Monitor adherence to records policies and retention schedules and help identify areas where processes can be strengthened or improved.
• Track service levels, operational metrics, and records-related activity to support informed decision-making and continuous improvement efforts.
• Identify opportunities to improve workflows, increase efficiency, reduce risk, and enhance the overall user experience for records services.

• Assist with operational planning, vendor management, and departmental initiatives that support the firm’s long-term information governance objectives.

Education and/or Experience:

• Minimum of four years’ related experience in Records Management, Information Governance, document management, or a related field.
• Associates of Arts degree or equivalent from a two-year college or technical school
• Will consider equivalent combination of education and/or related experience if candidate does not have four years of noted experience.
• Preference given to candidates with an associate’s degree or higher, records administrator certification, and prior law firm experience.

Computer Skills:
Required: Proficiency using Microsoft Suite including Microsoft Teams, Word, Excel, Power Point, and Excel. Proficiency using structured file storage analytical tools.

Preferred: Familiar with records management and/or practice management software, preferably 3E; document management software, preferably NetDocuments and litigation database software.

Certificates, Licenses, Registrations: Certified Records Analyst (CRA) preferred. Equivalent experience will be considered.

Job Type: Full-time (Exempt)

Hours: 8:00 am to 5:00 pm (Monday - Friday). Flexibility and ability to work additional hours based on firm demand/need with occasional after hours or weekend work as needed.

Benefits:

• 401(k) / Profit Sharing Plan 
• Health insurance
• Employee assistance program
• Employee discount
• HSA/FSA
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Dental & Vision insurance (available at employee cost)

Physical Demands:
The physical demands described below are representative of those required to perform the essential functions of this position. This role is primarily performed in an office environment and may require the employee to:​​​​​​​​​​​

• Remain stationary for extended periods while working at a computer, reviewing records, attending meetings, and performing administrative and records management responsibilities.
• Operate a computer, keyboard, telephone, scanner, and other standard office equipment for prolonged periods.
• Lift, carry, push, or move records, files, storage boxes, and other work materials weighing up to 45 pounds.
• Reach, bend, stoop, and access shelving or storage systems as necessary to retrieve and file records.

Work Location: 
In person with possibility of hybrid work schedule after initial 9 month onboarding & training period.

Compensation:
The starting compensation range for this position is $72,000 to $80,000 and represents the firm’s good faith and reasonable estimate of the starting compensation at the time of posting. Actual compensation will depend on several factors, including but not limited to, the candidate’s years of experience, qualifications, and skill set.

Search Firms: 
All search firm contacts regarding available candidates, either in writing or by telephone, must be made through the Firm’s Human Resources Generalist, Drew Johnson. No search firm representatives shall contact any Larkin Hoffman attorney or employee without express written authorization from the Human Resources Generalist. If you would like to submit a candidate for this position or any other position, please send a blind submission summarizing the candidate’s experience omitting the candidate’s name, current employer, or any other identifying information to Drew Johnson at View email address on us.fitly.work.

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