Records Department Manager

Rawle & Henderson LLP; Philadelphia (Philadelphia County); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary

Matching 401(k)

Profit sharing

Medical and dental insurance

Disability benefits

Life insurance

Sick time

Three weeks’ vacation

Job summary

A prestigious law firm in Philadelphia is seeking a Records & Conflicts of Interest Department Manager. This vital leadership role involves overseeing the firm's information governance, managing conflicts, and ensuring compliance with ethical obligations. A proactive leader is needed to lead a dedicated team and optimize workflows. Candidates must have 7+ years of records management experience, including leadership in a law firm, and proficiency in Aderant systems. This in-office position requires five days of onsite work per week.

Qualifications

• 7+ years of records management and/or conflicts experience in a law firm, including 3 years in a leadership role.
• Advanced proficiency with Aderant and document management systems.
• Strong understanding of insurance defense practices including carrier billing.

Responsibilities

• Lead identification and resolution of complex conflicts of interest.
• Oversee new matter request lifecycle ensuring compliance.
• Direct comprehensive records management program for digital and physical records.

Skills

Records management expertise

Conflict resolution skills

Interpersonal communication

Leadership abilities

Project management

Tools

Aderant Expert

Document Management Systems (e.g., iManage)

Job description

Rawle & Henderson LLP is seeking a strategic, detail-oriented Records & Conflicts of Interest Department Manager to lead the firm’s information governance and risk management functions. This is a high-impact leadership role responsible for overseeing the full lifecycle of legal matters—from conflict identification and resolution through records retention and disposition.

As a key operational leader, you will serve as the firm’s authority on conflicts, intake protocols, and records management systems. You will lead and develop a dedicated team, optimize workflows within Aderant, and ensure compliance with ethical obligations, client requirements, and insurance carrier guidelines.

This role requires a proactive leader who can balance operational excellence with sound judgment, discretion, and the ability to communicate effectively with partners and senior stakeholders.

Work Location: This is an in-office position based in Philadelphia, PA, requiring five (5) days per week onsite.

Key Responsibilities

Conflicts Management

• Lead the identification, analysis, and resolution of complex legal and business conflicts of interest
• Advise firm leadership on conflict risks, ethical screens, and compliance considerations
• Serve as a trusted resource for Firm Leadership on conflict-related matters and intake decisions

Matter Intake & Compliance

• Oversee the full New Matter Request (NMR) lifecycle, ensuring adherence to firm policies and client/carrier requirements
• Ensure accuracy and completeness of intake data, supporting downstream billing and compliance processes
• Partner with Chief Operating Officer/Executive Director, Billing and Collection Manager and Accounting Supervisor to align billing rates, retainers, and engagement terms with firm policies

Information Governance & Records Management

• Direct the firm’s comprehensive records management program, including both digital and physical records
• Ensure seamless integration between physical files and the Document Management System (DMS)
• Oversee records retention, destruction, and compliance with applicable regulations and firm policies

Reporting & Analytics

• Develop and deliver actionable reports on new matter intake, conflicts, and records activity
• Monitor data quality and implement improvements to enhance reporting accuracy and usability

Operational Leadership

• Manage, mentor, and develop a team of records and conflicts professionals
• Drive process improvements and workflow efficiencies, including automation and system optimization
• Lead departmental initiatives such as system upgrades, data migrations, and digitization projects
• Manage relationships with off-site storage providers and other records vendors
• Oversee secure transfer of client files, ensuring chain-of-custody and data integrity

Policy & Compliance Leadership

• Maintain and update the firm’s Records Retention Policy in collaboration with firm leadership and General Counsel
• Monitor evolving data privacy laws and industry standards to ensure ongoing compliance

Qualifications

• Experience: 7+ years of records management and/or conflicts experience within a law firm, including at least 3 years in a leadership role
• Technical Expertise: Advanced proficiency with Aderant Expert and Document Management Systems (e.g., iManage)
• Industry Knowledge: Strong understanding of insurance defense practices, including carrier billing and Outside Counsel Guidelines (OCGs)
• Leadership Skills: Proven ability to lead, develop, and motivate a high-performing team
• Project Management: Experience leading operational improvements, system implementations, or digitization initiatives
• Communication: Excellent interpersonal and judgment skills, with the ability to interact effectively with attorneys and senior leadership
• Certifications (Preferred): Certified Records Manager (CRM) or Information Governance Professional (IGP)

Benefits: Competitive salary and benefits including matching 401(k) after one month, profit sharing, medical and dental insurance, disability benefits, life insurance, transit checks, medical and dependent care spending accounts, sick time, and three weeks’ vacation.

EOE. M/F/D/V