Legal Records Associate - SPS-North America

Job Title:Legal Records Associate 

Reports To: The Legal Records Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership. 

Job Overview: 

The Legal Records Associate provides exceptional office and records maintenance onsite. This position oversees the security, inputting/outputting, preservation, organization, and retrieval of legal records, documents, and files for a legal entity.  

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service. 

Duties and Responsibilities: 

• Provides 5-star customer service to all employees (in all forms of communication). 
• Evaluates the current active records system for compliance by taking inventories and reviewing information retrieval needs. 
• Monitor and listen to customers to understand inquiries and requests in order to provide accurate information about the firm's records and prompt assistance. 
• Coordinates information creation, receipt, storage retrieval, and disposition. 
• Ensures security and preservation of records in records centers and inactive records. 
• Works with departments on special information research and retrieval projects to ensure that all information needs are met. 
• Ensures application of retention schedules to inactive records. 
• Answer verbal, telephone, written, and E-mail inquiries, regarding records requests in an efficient manner 
• Prepare new files within the records system guidelines 
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package. 
• Manages outgoing mail/package transactions. 
• Notifies employees upon receipt of inbound deliveries. 
• Submit work orders for certain requests. 
• Maintains the Business Service Center area in a neat and orderly fashion. 
• Proactively seeks out additional work during downtime. 
• Builds professional relationships with customers and other teams. 
• Maintains professionalism and composure when interacting with all employees. 
• Trains back-up and providing guidance on policies and procedures. 
• Determines what additional support is needed when handling sensitive inquiries. 
• Provides exceptional customer service to client. 
• Provides reception or concierge (front of office) or office services (back of office) coverage as needed. 

Competencies: 

• Driven by client satisfaction. 
• Strong integrity, and solid business ethics. 
• Excellent presentation and interpersonal skills. 
• Excellent written and oral English communication skills. 
• Expert in customer service skills, professional attitude, and appearance. 
• Outstanding organizational skills. 
• Ability to maintain confidentiality. 
• Attention to detail. 
• Able to speak clearly so listeners understand, identify, and understand the speech of another person. 
• Strong initiative required; ability to work independently with minimal direct supervision. 
• Be personable, articulate, knowledgeable, and professional in presenting oneself in a professional setting. 
• Flexibility in dealing with simultaneous projects. 
• Ability to learn skills quickly. 
• Reading, writing, and arithmetic skills. 

Qualifications and Education Requirements: 

• High School Diploma (or equivalent) required.  
• 1-2 years or work experience required.1 year of experience in law firm records management preferred 
• Previous experience utilizing legal-specific records management systems – (Legal Key) Records Management System preferred. 
• Ability to work assigned work hours determined by the manager.  
• Excellent organizational and time management skills. 
• Analytical abilities and aptitude in problem-solving. 
• Superb written and verbal communication skills. 
• Current knowledge or ability to learn computer-based systems required for functions of the position (such as Microsoft Suite, Adobe, etc). 
• Required to maintain an overall professional appearance and attitude. 
• Adhere to all policies and procedures required. 

Physical Demands: 

• Approximately 50% of the time this position requires the below physical demands. 
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs. 
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time. 
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.). 
• Ability to lift or move 40 lbs. or greater frequently. 

Travel: None or Negligible 

Other Duties: 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.