The Records Manager is supervised by the Director of Operations Support and works in support of the needs of the Records Department by means of managing all aspects of the recordkeeping needs of the firm related to [client] business, specifically the New York Office. The Records Manager directs the administration of the records retention and information management. The Manager serves as the subject matter expert and internal consultant on records management issues, needs, and best practices. The Records Manager develops, implements, and sustains the processes required to ensure that all business segments are in compliance with the firm-wide records retention schedule. The Records Manager is also responsible for the management and oversee of department staff, including staffing, performance management, training, staffing, and development.
Implementation and oversee of the records management system which is intended to standardize the filing, organization and retrieval or records, reports and analysis which are required by management.
Utilize experience and expertise to facilitate maintenance and implementation of an efficient records management system to handle business records.
Maintain a hands-on approach to managing the records management function to ensure that programs, contracts, logistics, human resources and staffing are supported and follow records collection and validation procedures.
Lead and mentor records management direct reports and department staff. Manage their performance reviews, staffing, career development, and training.
Train management team members and staff in records management, collection and systems techniques, processes and standardization.
Implement and integrate innovative approaches and best practices in records management to enhance the firm’s records management program and responsiveness to contractual, legal, logistics, regulatory and human resource management requirements.
Establish records management effectiveness reviews, coordinate monitoring, evaluate test results, and assist management with evaluations as to the effectiveness of the records management system.
Conduct reviews of contractual and regulatory records management qualifications and requirements.
Ensure that records management appropriately supports all aspects of applicable contractual and regulatory deliverables and reports.
Manage the records management process to ensure that all records collection and management process flows remain current, accurate, and complete.
Be a key contributor to any processes or group that will formulate strategy and Firm initiatives.
During records management life cycle, assist in identifying key internal controls, the responsible control owners, requirements, and any need to remediate records management requirements.
Internal Control Monitoring: Continuously conduct internal reviews of records management requirements throughout the life cycle of applicable contracts.
5+ years of experience in the records and information management field, including extensive experience in records management industry standards and electronic records management technology and best practices, preferably in a large legal or similar setting. Must have a thorough working knowledge of management of an effective records management system, including training, monitoring, conducting efficiency reviews, addressing issues and implementing corrective actions;
3+ years of experience in personnel management, including developing and managing performance reviews, staffing, career development, and training;
5+ years hands-on experience and thorough knowledge of Microsoft WORD applications, Excel, and database experience (Visio and PPT highly desirable);
3+ years hands-on experience and through knowledge of Legal Key or other records management software;
Member of ARMA International or other records management industry association desired.
Certification for the Institute of Certified Records Management (ICRM) or equivalent certified records management credentials desired;
High level understanding of technology (Inter/Intranet, Applications, Security Storage Management, etc.) to be successful in influencing, interpreting and collaborating with IT teams across the enterprise;
Knowledge of statistical analysis and data collection, key performance indicators and risk assessment methodologies;
Experience implementing an electronic records management strategy in a complex environment;
Excellent verbal, written and presentation skills, including the ability to translate complex records requirements/issues into terms readily understood. Able to prepare clear and concise, persuasive and accurate reports, correspondence and other materials, and make sound policy and procedural recommendations;
Detail-oriented with excellent time management skills;
Strong decision-making skills, and strong relationship-building and coaching skills; and
Customer-service driven and strong sense of urgency and responsibility to see request to end of completion and ensure excellent results.
The preceding job description has been designed to indicate the general nature and level of the work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualification required of employees assigned to this job.