Records Team Leader

The-Mcs-Group,-Inc; Philadelphia (Philadelphia County); On-site; USD 38,000 - 52,000; Full time

Job summary

The-Mcs-Group,-Inc in Philadelphia seeks a Records Clerk to create, maintain barcoded files, respond to requests, and manage storage and retrieval of records for attorneys and staff.

The role involves coordinating on-site and off-site storage, updating records databases, and providing exceptional client service while adhering to firm policies on retention and compliance. Experience with records management software and MS Office is preferred.

Qualifications

• High school diploma or equivalent.
• Three (3) years’ related experience in records management is preferred.
• Excellent oral and written communication skills with strong people skills.
• Strong knowledge of Microsoft Office (Excel, Word).
• Strong client focus and ability to interact with clients at all levels.
• Ability to meet deadlines and prioritize work.

Responsibilities

• Create and maintain barcoded files in accordance with specifications provided by attorneys and legal staff.
• Respond promptly to file and records requests received via email, telephone, or in person.
• Retrieve records from on-site file storage locations and coordinate file retrievals from off-site storage vendors.
• Deliver requested files, records, and storage boxes to attorneys, paralegals, and staff.
• Collect files and records prepared for storage and coordinate transfer to on-site or off-site locations.
• Prepare, inventory, and process records for off-site storage using records management software.
• Maintain the integrity of records databases by accurately tracking and updating file locations and status changes.
• Identify and research record-related information, including mail, checks, faxes, and other documents, utilizing records and conflicts management systems.
• Conduct conflict of interest searches as part of the firm's new client and matter intake process.
• Coordinate with firm management and legal personnel to obtain approvals required for opening new matters.
• Enter, update, and maintain client and matter information within the firm's billing and records management systems.
• Process matter originations and ensure all required client and matter data is entered accurately and in a timely manner.
• Maintain accurate records of all parties associated with client matters to support conflict management and compliance requirements.
• Update and maintain attorney profile information within billing, records, and related firm systems.
• Process and maintain attorney fee entries in accordance with firm policies and procedures.
• Modify client and matter billing information as required.
• Generate, analyze, and distribute client, matter, records, and billing-related reports as requested by attorneys and management.
• Open, maintain, and close client matters in compliance with firm policies, procedures, and retention requirements.
• Review and close inactive files and coordinate retention and disposition activities in accordance with established schedules.
• Assist the Records Manager with daily records operations, workflow coordination, training, and quality assurance initiatives.
• Serve as a primary point of contact for record-related inquiries and provide exceptional customer service to attorneys, staff, and clients.
• Perform other duties and special projects as assigned.
• Inventory and restock file supplies.
• Prepare eligible files and items for destruction.
• Assemble shredding for monthly pickup.
• Assemble boxes for off-site storage pickup.
• Audit file inventory throughout the firm.

Skills

Communication

Time management

Customer service

Attention to detail

Microsoft Office

Education

High school diploma or equivalent

Tools

Records management software

Microsoft Office (Excel, Word)

Job description

• Create and maintain barcoded files in accordance with specifications provided by attorneys and legal staff.
• Respond promptly to file and records requests received via email, telephone, or in person.
• Retrieve records from on-site file storage locations and coordinate file retrievals from off-site storage vendors.
• Deliver requested files, records, and storage boxes to attorneys, paralegals, and staff.
• Collect files and records prepared for storage and coordinate transfer to on-site or off-site locations.
• Prepare, inventory, and process records for off-site storage using records management software.
• Maintain the integrity of records databases by accurately tracking and updating file locations and status changes.
• Identify and research record-related information, including mail, checks, faxes, and other documents, utilizing records and conflicts management systems.
• Conduct conflict of interest searches as part of the firm's new client and matter intake process.
• Coordinate with firm management and legal personnel to obtain approvals required for opening new matters.
• Enter, update, and maintain client and matter information within the firm's billing and records management systems.
• Process matter originations and ensure all required client and matter data is entered accurately and in a timely manner.
• Maintain accurate records of all parties associated with client matters to support conflict management and compliance requirements.
• Update and maintain attorney profile information within billing, records, and related firm systems.
• Process and maintain attorney fee entries in accordance with firm policies and procedures.
• Modify client and matter billing information as required.
• Generate, analyze, and distribute client, matter, records, and billing-related reports as requested by attorneys and management.
• Open, maintain, and close client matters in compliance with firm policies, procedures, and retention requirements.
• Review and close inactive files and coordinate retention and disposition activities in accordance with established schedules.
• Assist the Records Manager with daily records operations, workflow coordination, training, and quality assurance initiatives.
• Serve as a primary point of contact for record-related inquiries and provide exceptional customer service to attorneys, staff, and clients.
• Perform other duties and special projects as assigned.

ADDITIONAL TASKS AND RESPONSIBILITIES

• Inventory and restock file supplies.
• Prepare eligible files and items for destruction.
• Assemble shredding for monthly pickup.
• Assemble boxes for off-site storage pickup.
• Audit file inventory throughout the firm.

Knowledge, SKILLS, and Abilities:

• Knowledge of arithmetic, English and grammar obtained through high school education.
• Three (3) years’ related experience in records management is preferred.
• Excellent oral and written communication skills with strong people skills.
• Strong knowledge of Microsoft Office (Excel, Word).
• Strong clients focus and ability to interact with clients at all levels.
• Ability to meet deadlines and prioritize work

Education

• High school diploma or equivalent

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.