Field Representative I, RIM Records

Ricoh USA, Inc.; Atlanta (GA); On-site; USD 35,000 - 55,000; Full time

Benefits offered by this job

Broad selection of medical, dental, life, and disability options

401K and HSA investment options

Tuition assistance programs

Paid vacation and holidays

Job summary

Ricoh USA, Inc. seeks a Field Representative I to manage records and provide exemplary customer service in Atlanta, Georgia. The role involves overseeing daily tasks per Records Management procedures, ensuring accurate filing, data entry, and serving as a key contact for off-site vendors. Candidates must be able to lift up to 50 lbs, detail-oriented, and possess strong communication skills. Additional responsibilities include maintaining confidentiality and managing workflows. The position offers comprehensive benefits including medical, dental, and retirement plans.

Qualifications

• Minimum high school diploma or equivalent required.
• One or more years of college with coursework in administrative management preferred.
• Professional appearance and adherence to dress code.

Responsibilities

• Oversee and coordinate daily tasks within the Records Management Department.
• Respond to specific requests for records or information.
• Maintain accurate filing, indexing, and labeling of records.

Skills

Customer service skills

Ability to lift up to 50 lbs

Attention to detail

Effective communication

Experience with databases

Teamwork

Good judgment

Education

High school diploma or equivalent

One or more years of college in administrative management

Tools

Microsoft Office

Records Management System

Job description

Field Representative I, RIM Records

CANDIDATES MUST POSSESS TEN KEY SKILLS, BE CAPABLE OF LIFTING UP TO 50 LBS, AND DEMONSTRATE CUSTOMER-FRIENDLINESS. THEY SHOULD BE QUICK LEARNERS, ABLE TO WORK EFFECTIVELY UNDER PRESSURE, AND HAVE THE ABILITY TO ASCEND AND DESCEND STAIRS WHILE CARRYING UP TO 25 LBS. ATTENTION TO DETAIL IS CRUCIAL.

Job Description

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm's records management procedures and guidance, the candidate 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 including 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.

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 bar coding 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 off‑site 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.

Skills 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.
• Team work 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.
• Prefer BA or AA.
• Special training in RM a plus.
• Requires experience in 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, 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 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 take 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, E‑mail 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, etc.).
• Ability to push, pull, 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.

Benefits

• 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.