Records Technician

Norton Rose Fulbright; Montreal (administrative region); Hybrid; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Hybrid work

Pension plan

Insurance premiums paid by firm

Telemedicine services

Wellness allowance

Training and development

Job summary

Norton Rose Fulbright Canada is seeking a Records Technician to support the Records Manager by handling off-site file activities, reporting, and cleanup of physical and electronic records across our offices, including Quebec. You will ensure onboarding/offboarding accuracy and provide training on records processes.

The role requires 3–5 years in information governance or records management, proficiency in French and English, and strong attention to detail.

Qualifications

• 3–5 years of Information Governance, Records Management, or Legal Assistant work experience
• High School Diploma or equivalent
• For Quebec, proficient in written and spoken French and English
• Strong customer service skills and positive attitude
• Highly detail oriented with accuracy
• Familiar with Microsoft Office and information management software
• Ability to lift heavy boxes
• Ability to solve problems independently in evolving environments
• Team player and able to work unsupervised
• Excellent verbal and written communication skills
• Well organized and able to meet deadlines in a fast-paced setting
• Willing to work overtime or adjust hours

Responsibilities

• Execute off-site file activities in the province and cover other national offices as needed
• Generate file reports and seek approvals for destruction from partners
• Clean up physical and electronic file data in records database
• Assist with electronic file consolidation and cleanup in repositories
• Ensure onboarding/offboarding tasks for new hires and exiting employees
• Conduct records management training for staff
• Coordinate with shredding vendor for onsite service
• Maintain onsite storage and cabinet inventory
• Work with legal assistants to prepare accepted materials for offsite storage
• Troubleshoot information governance problems with lawyers and staff
• Provide accurate data input into enterprise systems
• Assist with processing supplier invoices
• Coordinate with offsite storage vendors to ensure data accuracy
• Follow records management guidelines and flag inefficiencies
• Assist in records management projects

Skills

Information Governance

Records Management

Bilingual (French/English)

Customer Service

Attention to detail

Microsoft Office

Data entry

Education

High School Diploma

Tools

Microsoft Office

Records management software

Database applications

Job description

The Records Technician position reports directly to our Records Manager. The duties include, but are not limited to the following:

You Will Be Focusing On

• Execute all off-site file activities, including indexing, retrievals, transfers, permanent withdrawals and reconciliations for the office/s in the province, providing coverage for other national offices as necessary
• Generate file reports as needed, seek approvals for destruction of files from partners, escalate hold requests, and maintain record of approvals
• Execute clean up of physical and electronic file data in our records database as directed by the Records Manager
• Work with legal assistants and business services members in their electronic file consolidation, performing clean up in various electronic repositories as required
• Ensure all onboarding and offboarding tasks are executed promptly for new hires and exiting employees of the firm
• Conduct records management training/orientation for new legal support staff as well as retrain staff in new processes as they are created
• Act as the onsite contact for our shredding vendor in the local office, ensuring all receptacles are serviced on the schedule provided by the vendor
• Maintain onsite storage and cabinet inventory, assisting the Records Coordinator with allocation as needed
• Work with legal assistants to ensure only accepted materials are being prepared for offsite storage, and facilitate the collection, sorting, and indexing of files
• Work with legal assistants and lawyers to troubleshoot local information governance related problems, escalating to the Records Manager where necessary
• Provide accurate and timely data input into enterprise systems
• Assist with processing supplier invoices when required
• Work with our offsite storage vendors to ensure their data is accurate across our accounts
• Follow records management guidelines and procedures, flagging inefficiencies as they are found
• Assist in records management related projects as needed

What You Bring To The Role

• 3 – 5 years of Information Governance, Records Management, or Legal Assistant work experience
• High School Diploma or equivalent experience
• For positions in Quebec, proficient in written and spoken French and English
• Must possess a high-level of customer service skills and have a positive attitude
• Highly detail oriented & strong attention to accuracy
• Working knowledge of Microsoft Office, information management software and database applications
• Ability to lift heavy boxes
• Ability to independently solve problems in a challenging environment that is evolving
• Ability to function both in a team and unsupervised environment
• Excellent verbal and written communication skills, with the aptitude to interact with all levels of the organization with confidence
• Well organized and the ability to meet deadlines in a fast-paced environment
• Flexibility (may have to work overtime and/or change working hours)

Why Join Our Team

• Hybrid work environment
• Retirement savings plan with employer contribution
• Benefit premiums paid by the firm
• Telemedicine services
• Wellness matters: Flexible health and wellness allowance that covers much more than gym memberships!
• Training and development programs based on your interests and needs

Ready to join a proactive and modern firm that provides an exceptional career experience in an inclusive and collaborative environment? Come join us!

As part of a global legal practice, Norton Rose Fulbright Canada embrace a culture of excellence and client service, but always with a focus on flexibility, respect, diversity and openness. We strive to create an equitable, inclusive environment where everyone can bring their whole self to work and realize their career potential.

To find out more about how we integrate diversity, equity and inclusion in everything we do please click Diversity, equity and inclusion | Canada | Global law firm | Norton Rose Fulbright.

If you require any reasonable adjustments during the recruiting process, please inform us in the recruitment application. We will contact you to further discuss your need.

Please note that applicants who receive an employment offer may be required during their employment with Norton Rose Fulbright to provide proof of vaccinations recommended from time to time by government or public health authorities. Norton Rose Fulbright has a duty to accommodate those who are unable to get vaccinated due to protected grounds. For applicants who require an accommodation, please contact us to discuss further.

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Please note that this job posting is being advertised to fill an existing vacancy.