Records Coordinator (Business Intake & Records)

Duane Morris LLP; California; On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Healthcare

Dental

Vision

Prescription plans

401k and Pension Plan

PTO 22 days

11 paid holidays

Job summary

Duane Morris LLP is seeking a Records Coordinator to support the firm’s Records Management department. The ideal candidate will be familiar with records life cycle concepts and regulatory guidelines. This is a 100% on-site role in California requiring strong organizational and communication skills.

The position involves maintaining file integrity, performing audits, managing on-site and off-site storage, and ensuring timely file retrieval and disposition according to policy.

Qualifications

• Knowledge of the records/life cycle and best practices.
• Excellent organizational skills and attention to detail.
• Strong customer service and communication abilities (written & oral).
• Team-oriented and able to multi-task in a legal office environment.
• Ability to lift up to 50 pounds and operate standard office equipment.

Responsibilities

• Maintain records center and spaces per firm policies, including audits and off-site storage prep.
• Disseminate firm records policy and procedures to staff and attorneys.
• Update records database and process requests for file creation, circulation, and disposition.
• Search, retrieve, and deliver files on-site or off-site.
• Ensure incoming materials are filed, indexed, and verified for accuracy and timeliness.

Education

High School Diploma or equivalent

Tools

Records management software

Job description

WORK MODEL: 100% On-Site (This is a strictly in-person role; no hybrid or remote options are available.)

OVERVIEW

Duane Morris LLP, a global law firm with 900 + attorneys in offices across the U.S. and around the world, offers innovative solutions to the legal and business challenges presented by today’s evolving global markets.

SUMMARY

We are seeking an experienced Records Coordinator to support the firm’s Records Management department. The ideal candidate should have experience utilizing industry standards of Records Life Cycle and best practices. Knowledge of emerging records management trends and regulatory guidelines would be a plus.

ESSENTIAL FUNCTIONS

• Maintains records center and allocated spaces in accordance with firm’s policies and procedures, including but not limited to, conducting scheduled audits to purge and prepare inactive and dormant client materials for off-site storage
• Disseminates firm’s records policy, procedures and processes to staff and attorneys.
• Updating the records database and processing request for file circulation, file creation, file disposition, and maintaining client files housed on-site and off-site storage.
• Searching, retrieving and delivering on-site and off-site requests.
• Making sure incoming materials are filed, indexed, sorted, coded and verified for accuracy and timeliness

PREFERRED QUALIFICATIONS

• Possess working knowledge of the records/information life cycle.
• Ability to establish objectives, set priorities, and anticipate potential problems.Excellent organizational skills, ability to pay close attention to detail, and work accurately in a timely manner.
• Must be able to multi-task, possess excellent customer service and communication skills (written and oral), and be able to work in a team environment.
• Ability to use general office equipment (i.e. desktop computer, laptop, phone, copy machine, scanner, printer, etc.)
• Ability to routinely lift, carry, hold, lower, push, pull, slide materials weighing up to 50 pounds and ability to maneuver (push, pull, guide, load and unload) materials using a hand truck. In addition, ability to utilize other office equipment such as mail/file carts, mobile bookcase carts, etc.
• Ability to accurately type 35 wpm.
• Knowledge of legal records management software preferred but not required.

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent required.
• Minimum of three years on-the-job related Records’ experience necessary to gain an understanding of law office records management, policies and procedures

BENEFITS

• Comprehensive healthcare, dental, vision, and prescription plans
• Commuter, HSA and FSA spending accounts
• Short-term and long-term disability and life insurance coverage
• 401k and Pension Plan
• 22 PTO days, 11 paid holidays
• Employee Referral Bonus ($3,000.00 )

ACCOMMODATION STATEMENT

If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Nate Maxwell at 215-979-1000.

CALIFORNIA APPLICANTS

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Disclaimer: The above is intended to describe the general content of and requirements for the performance of this job. It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements. In addition, Duane Morris reserves the right to amend, suspend or terminate any benefit plan, in whole or in part, at any time. The authority to make such changes rests with the Plan Administrator