Records Coordinator

Our Billings, Montana office is currently seeking a full-time Records Coordinator.

POSITION SUMMARY:

The Records Coordinator manages client files throughout their lifecycle. Under limited supervision of the Records Manager, this position is responsible for facilitating access to and movement of files, including but not limited to storing, transferring, tracking and, when appropriate, preserving or disposing of files. The Records Coordinator also acts as the first point of contact for questions, best practices, and education to Legal Administrative Assistants and other relevant parties concerning information management during a client file’s active use and retention period.

KEY RESPONSIBILITIES:

Communicates regularly with firm members to coordinate the transfer of files with a focus on providing best practices guidance and training for the management and security of active, inactive, dormant, and closed files.

Prepares files for storage, either digitally or in off-site storage, for all offices.

Updates firm’s recordkeeping system reflecting changes in file status, i.e. released, transferred, preserved, disposed, including attorney or client instructions, approvals, and confirmations.

Serves as a system administrator for iRM recordkeeping system.

Processes files for preservation or secured disposition, including client outreach and digital and physical preservation if necessary.

Maintains quality control for all records procedures and output, including securing and protecting the privacy of documents and providing education and training to Legal Administrative Assistants for the same.

Scans paper documents and verifies that scanned documents are clear, legible, and searchable.

Reviews and tracks file locations for all offices and shares file locations upon request.

Routes file requests to Legal Administrative Assistants, Records Manager, or other stakeholders as needed.

Coordinates file requests from and returns to various storage facilities and updates recordkeeping as necessary.

Reviews requests in ticketing system and processes as indicated, including closing matters; inactive matter lists requests; research; file requests/returns.

Mails notices, client releases, and file transfers, using various shipping services.

Provides training, educational outreach, and one-on-one targeted assistance to firm personnel on file management processes and functions and instructs on compliant maintenance of files.

Acts as the primary day-to-day point of support for Legal Administrative Assistants in the area of active, inactive, and closed file management.

Coordinates and enacts targeted projects to address file management incidents and archival backlog.

Maintains current knowledge of best practices and developments in document management through participation in professional organizations or conferences, attendance at meetings or workshops, participation in educational programs, and discussions with colleagues.

Coordinates shredding and disposition for most Montana offices.

Communicates regularly via telephone and email.

Adheres to all personnel policies and practices.

Learns and adapts to new software tools, processes, and operational procedures.

Performs other related duties as assigned.

KEY SKILLS:

Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients.

Able to maintain strict confidentiality of the firm's internal and personnel affairs and client information.

Able to work in collaboration within a team and independently.

Able to learn new skills as technology evolves.

Possesses excellent attention to detail, follows up on projects, and follows through on deliverables.

Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently.

Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members.

Flexible and able to respond quickly and positively to shifting demands and opportunities.

Able to effectively work in a multi-office environment and a culturally and educationally diverse environment.

Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information.

Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings.

Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others.

Able to gather relevant information, interpret and evaluate the data, and develop sound, practical solutions to complex issues.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent.

Minimum of three to five years of similar or relatable experience.

Working knowledge of Microsoft Office Suite, Adobe, and other similar software.

Must be able to read, comprehend, and follow written and verbal instructions.

Must be available to travel as needed.

Available to work overtime as needed and approved by supervisor.

Valid driver’s license.

PHYSICAL REQUIREMENTS:

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 25 pounds at times.

Must be able to bend, lift, stretch, and climb.

PAY & BENEFITS: The Firm offers a competitive wage and a comprehensive benefits package including:

Medical, dental, and vision.

Employer paid short and long-term disability.

Voluntary life, accident, and critical illness.

Flexible spending accounts.

Vacation, sick, and personal leave.

Paid parental leave.

Fully vested 401(k) retirement plan with employer contributions (eligible after 1 year).

DISCLAIMER: This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.