Records Manager

Post & Schell, P.C.; Philadelphia (Philadelphia County); On-site; USD 70,000 - 90,000; Full time

Job summary

A professional services firm in Philadelphia seeks a Records Manager responsible for overseeing the records management program, ensuring compliance with policies regarding physical and electronic records. Ideal candidates will have a minimum of an Associate’s degree, solid experience in electronic data practices, and strong project management skills. The role demands excellent communication abilities and the capability to articulate strategic direction. The firm offers a fast-paced environment and opportunities for professional growth.

Qualifications

• Experience with RIM enterprise technology solutions.
• Solid experience with industry best practices for data retention.
• Proven ability to oversee project workflows.

Responsibilities

• Develop and manage RIM policies and procedures.
• Advise employees on records management compliance.
• Create training programs for RIM.

Skills

Electronic and physical data retention best practices

RIM enterprise technology solutions

Project management

Excellent communication skills

Customer service skills

Microsoft Word and Excel

Education

Associate’s degree in IT, Library Science, or related discipline

5+ years in Records & Information management

3+ years in law firm or professional services

Job description

The Records Manager is responsible for the day-to-day operation, formulation, implementation, and compliance related to Post & Schell, P.C.’s (Firm) records and information management program. The Records Manager will oversee the daily activities related to physical and electronic records, reporting related to records and information management, and project management related to records and Information management.

• Establish, implement and manage policies and procedures for the Firm’s Records & Information Management (RIM) program, including responsibility for compliance, centralized file inventory, retention, retrieval, destruction, technology advancement, training, and continuous improvement of the program.
• Manage security and protection of physical and electronic Firm documents.
• Advise employees at all levels regarding proper maintenance, receipt, transmittal, retrieval and disposal of records as governed by local, state and federal laws.
• Understand the firm’s business and RIM objectives. Working closely with internal stakeholders and external industry experts to analyze needs and trends. Identify shortfalls and create action plans to address issues.
• Develop and implement content/records management policy and procedures, including both physical and electronic documents. Physical files include, but are not limited to paper documents, CD’s, USB drives, pathology slides, and exhibits used for trial and/or demonstration purposes.
• Interface with third-party record vendors and assist firm employees with resolution of third-party issues, invoices, and processes.
• Maintain Expert Data Bank and respond to both internal and external requests regarding expert transcripts.
• Create firm wide RIM strategy. Champion the RIM program to Senior Management to heighten their awareness of RIM as a key business resource. Communicate ROI and benefits of implementation.
• Manage, with input and support from IT, the Firm’s RIM software platform and usage policies.
• Work closely and effectively with senior management, department and business group leaders, and IT to ensure the RIM system and programs are adhered to and maintained.
• Develop, implement, and maintain a firm wide RIM training program. Communicate with key stakeholders to proactively ensure organizational understanding, compliance, and interrelationship of records and business processes.
• Collaborate with the Firm’s General Counsel/Chief Compliance Officer to update and maintain legal hold and ethical wall processes and procedures.
• Assisting the Firm’s General Counsel/Chief Compliance Officer with onboarding and transferring of files.
• Analyze key performance indicators and prepare reports for appropriate management and stakeholders to demonstrate the effectiveness of the RIM program.
• Ensure timely completion of necessary administrative duties, procedures and preparation of monthly management reports as required.
• Perform comprehensive, detailed information gathering, documentation and ownership of problems, issues and requests from initiation through resolution.
• Travel to outer offices to evaluate physical files, closing, and destruction of physical files.
• Other duties as assigned.

Skills/Qualifications:

• Solid experience with industry best practices for electronic and physical data retention, organization and discovery.
• Experience with one or more RIM enterprise technology solutions used for the management of both physical and electronic information
• Ability to articulate strategic direction and mission in a manner that promotes consensus and conformity.
• Demonstrated ability to manage projects and workflow to ensure accuracy and quality.
• Demonstrated ability to execute process improvements.
• Proven track record of successfully supervising, developing and training staff.
• Comfortable working in a fast-paced environment where priorities change frequently.
• Excellent independent, decision-making capabilities and a solution-orientated attitude.
• Excellent verbal and written communication abilities; exceptional customer service and interpersonal skills.
• Excellent Microsoft Word and Excel skills required.
• Able to handle print and electronic collections, including ability to lift up to 40 pounds.
• Excellent knowledge of document management and production.
• Motivated and accountable.
• Good organizational and time management skills.
• Ability to work independently and as a team player.
• Demonstrated ability and desire to learn new technologies and skills.
• Working knowledge of laws pertaining to data security.

Education and Certification

• Associate’s degree is required, preferably in IT, Library Science, Records or associated discipline.
• 5 plus years of experience working in a managerial position in Records & Information management
• 3 plus years of experience working for a law firm or other professional services organization in a Supervisory or Records Management position.
• CRM (Certified Records Manager) certification is preferred but not required.
• Ability to work in a high-pressure environment
• Ability to manage and prioritize numerous assignments
• Ability to travel to multiple office locations
• Exceptional organizational and time management skills
• Enthusiastic “can-do” attitude and the ability to proactively engage in events and projects

Reporting:

The Records Manager will report to the Firm’s Chief Compliance Officer & Chief Technology Officer.