Records Clerk

Job Description

Field Representative I, RIM Records


Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and 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 Tasks

• 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 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 plan, both physical files and electronic files.
• 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 reports of activities as needed.
• Retrieve and arrange file delivery 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 key contact with offsite storage vendors.
• Maintain accurate check-out system.
• Maintain confidentiality and privacy of all firm and client files.
• Maintain 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, ESI industry best practices.
• Organizational/RIM security requirements, policies, and procedures.
• Personal computer skills.
• Familiarity with MS tools.
• Experience working in a legal environment.
• Experience working with databases and generating reports.
• 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 good working relationships with vendors and firm employees.
• Communicate appropriately verbally and in writing.
• Excellent customer service skills.
• Teamwork and sense of urgency as required.
• Seek feedback from others and opportunities to learn new skills.
• Exercise good judgment by making sound and well-informed decisions.
• Ability to learn and become competent with firm's record systems, which may include Legal Key, Elite, File Surf, Interwoven, and/or Outlook.
• Manage physical boxes.
• Identify conflicting task instructions and notify management.
• Verify appropriateness of authorization.
• Provide 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 RM a plus.
• Experience operating office equipment such as reprographics equipment, calculators, and reader/printers.
• Law firm experience dealing with legal secretaries, paralegals, attorneys.
• Strong customer service and communication skills.
• Good typing skills and basic computer skills with diligent attention to detail.
• Records experience helpful or previous filing experience with cataloging systems.
• Attention to detail very important.
• Ability to handle special projects assigned by records specialists/managers.
• Professional appearance and adherence to dress code.
• Prefer candidates with experience in an active records environment.

KNOWLEDGE, Skills and Abilities LANGUAGE SKILLS
Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures. Ability to effectively communicate information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS
Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
REASONING ABILITY AND PROBLEM-SOLVING SKILLS
Ability to define problems, collect data, establish facts, and draw valid conclusions. Exhibits judgment by making reasonable and defensible decisions and taking action to solve problems.
HARDWARE AND SOFTWARE ABILITIES
Ability to use common software programs such as Microsoft Office (Word, PowerPoint, Access, and Excel), Microsoft Project, and email software. Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.
OTHER ABILITIES
Must be able to work in a team environment and maintain positive and productive relationships with clients and co-workers.

Working Conditions, Mental and Physical Demands

• Typically an office environment with adequate lighting and ventilation, and a normal temperature range and noise level.
• From time to time, working in a warehouse environment may be required.
• Work assignments are diversified. Interpret, comprehend, and apply complex material, data, and instruction; prepare, provide, and convey diversified information.
• Ability to lift records boxes, not to exceed government or labor requirements. Typically, the requirement is the ability to lift 35 to 50 lbs.
• Work requires walking, standing, bending, reaching, lifting, or carrying objects that typically weigh less than 40 lbs. (e.g., papers, books, cartons, files, and small parts).
• Ability to push, pull, and move carts and trolleys for the purpose of relocating records cartons.
• Moderate dexterity - regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).
• Works closely with others in the organization to evaluate, research, and recommend information management solutions.
• Works closely with vendors, suppliers, and other external sources to assist in the evaluation of systems

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.

About Us

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information-how it is collected, stored, managed, and shared-to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.