Records Assistant III
Morrison & Foerster - Virginia

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Department

Records

Schedule

9:00 a.m. – 5:30 p.m., Monday-Friday
(37.5 hours per week)

Reporting Relationship

Records Manager

Responsibilities

Under general supervision, performs general records management tasks, activities and projects. Creates folders for new and existing matters, indexes court documents, locates and routes files upon request, updates folder labels when changes occur, organizes files for review, scans and manages file space, prepares materials for storage, and collaboratively assists with Records Team functions. Ensures client service and satisfaction are attained in all areas of the position.

Essential Functions

Client Service
1. Consistently promote and model the Firm's Client Service Principles in teamwork, work product, and personal interaction.
2. Ensure exemplary client service to all internal and external clients; proactively promote client service throughout department and among teams; respond to peer requests with recognition that request serves a client or Firm need.

Records Services
1. Perform a variety of functions in support of the Records Department, including creating, labeling, building, maintaining, indexing, tracking and boxing client and Firm records, applying working knowledge of the Records Department procedures and policies, and using the automated records management system (ARMS).
2. Exhibit a solid understanding of court documents in order to handle a heavy load of manual indexing.
3. Accurately create folders for new and existing matters and effectively coordinate related processes such as reconciliation of the database with eWork new matter requests, updating folder setups, entering folder titles, and checking out folders to appropriate attorneys.
4. Complete inventories of files by ensuring all folders have barcodes, verifying database locations match the physical locations, and associate files to attorneys or locations by scanning each file.
5. Distribute files upon request by identifying the location of the file, asking whether the file can be retrieved, updating the database with the new location, and routing the files to the appropriate destination.
6. Update folder labels when changes occur, including when client and matter names or numbers change, folder titles, folder codes or offices change, or when ethical walls or legal holds are implemented. Affix updated labels on folders on-site, updating locations of folders as necessary.
7. Collect and organize files for review for file transfers, audit reviews, legal holds, etc. Coordinate a location for the review, if one hasn’t been pre-assigned, request the files for delivery, arrange the files by client, matter and folder code, and ensure all folders have been delivered and checked out to the appropriate attorney.
8. Maintain and scan in Records spaces, including records centers, file drawers, work rooms, team spaces and other areas where files are kept.
9. Prepare boxes for off site storage, adhering to the Risk Management policies of document retention, ensuring all folders are accounted for in the database and barcoded, and the proper disposition is applied.
10. Verify accuracy, completeness, and compliance with firm standards of information provided to the department’s clients by proofreading one’s own work.
11. Engage in shared departmental responsibilities, which may include answering hotline calls, responding proactively to inquiries sent to the Records e-mailbox, ensuring that group processes such as email protocols and follow-up are followed, assisting with the coordination and fulfillment of inactive interfiling, etc.
12. Participate in various departmental meetings as they are scheduled.
13. Interface with manager, co-workers, attorneys and support staff for the purpose of exchanging information; demonstrate strong commitment to departmental teamwork.

Professional Development
1. Remain current in industry trends in Admin Support Services and the legal profession.
2. Ensure expertise in technology relevant to the position; proactively use most current technology to further teamwork, client service, and efficiency.
3. Ensure client service and performance consistently meet Career and Compensation Management Program (“CCMP”) expectations for Matrix Level 3.
4. Regularly review position against Matrix expectations and develop goals to further increase position value.

Confidentiality
Ensure compliance with the Firm’s Confidentiality Policy, including safeguarding confidential and personal information, and reporting any suspected breach appropriately and immediately.

Safety Practices
Adhere to the Firm’s General Safety Practices and any unique safety practices for department and building.

Other Duties

Other duties as assigned.

Qualifications

Education and Experience
1. High school diploma, plus 2-3 years experience in legal records environment.
2. Prior law firm records management experience preferred.
3. Typing of 50 wpm minimum.
4. Word processing and/or other office automation experience desirable.

Teamwork and Applied Skills
1. Accuracy in grammar, spelling and punctuation required; ability to understand and use standard alpha-numeric filing formats required.
2. Ability to work effectively under pressure and to manage competing priorities with minimum level of direct supervision.
3. Ability to interact effectively with attorneys and law firm personnel at all levels, with high degree of professionalism.
4. Ability to cooperate with and get along with co-workers, and to function as part of a service department team.
5. Ability to lift 35 pounds preferred.
6. Punctuality and regular attendance required; ability to work some overtime and to vary hours occasionally to meet the needs of the firm desirable.

Availability

Available Immediately

How to Apply

Only Online Applications will be considered. You will receive a confirmation of your application via email. No phone calls please.

This position is not eligible for visa sponsorship.

Morrison & Foerster is not accepting resumes or referrals from agencies. If you are a recruiter, search firm, or employment agency, you will not be compensated in any way for your referral of a candidate even if Morrison & Foerster hires the candidate.

Recruiting Contact

Staff Recruiting
Morrison & Foerster LLP
425 Market Street
San Francisco, CA 94105

EEO Statement

Morrison & Foerster is an equal opportunity/affirmative action employer.

Morrison & Foerster - 15 months ago - save job - block
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