Records Specialist - (Hybrid Schedule) at Reed Smith LLP

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

Responsible for maintaining case files for firm's clients, attorneys, legal assistants, and secretaries according to the firm's established policies and procedures. Under the supervision of the Records Supervisor, exercises independent judgment and initiative in the day to day operation of records maintenance and tracking. Performs electronic record tracking functions in the central file rooms. Responsible for closing files and coordinating off-site storage of closed materials

Essential Functions

• Performs general records maintenance tasks, including but not limited to, review incoming filing, categorize documents by record type (pleadings, motions, discovery, correspondence etc.), prepare document indices, inter-file documents, file check-out and check-in, and file retrieval.
• Determines document dates and understands service dates, court endorsed (filed) dates and other document dates.
• Organizes records in alphabetical, numerical and/or chronological order.
• Physically shifts and moves folders, redwells and boxes as needed for retrieval and basic records center maintenance.
• Updates records management database as necessary with information obtained by records review.
• Prepares and affixes labels to folders.
• Integrates and inter-files records into newly created or already existing folders and redwells.
• Receives in person, e-mail or telephonic records requests.
• Queries database to locate specific records information
• Retrieves records from shelves or other locations and prepares for delivery.
• Re-shelves returned records.
• Performs functions necessary for maintenance of records inventory by electronic scanning of barcodes or updating database directly.
• Prepares specific reports for printing, using database query functions.
• Interacts with firm lawyers, secretaries, administrative staff, and other personnel.
• Performs all related tasks for off-site storage preparation.
• Performs other administrative tasks that may be requested.
• Participates in department meetings.

Job functions included are not exhaustive and may be supplemented as necessary.  Reed Smith reserves the right to revise or modify job functions at any time.

Requirements

Education:  High school diploma or equivalent required. Some college
preferred, or the equivalent work experience.

Experience: A minimum of one year law firm related records management
experience.

Skills: Strong oral and written communication skills, self-motivated, and the ability to work independently. Familiarity with standard computer keyboard and Windows operating system. Problem solving skills to anticipate and meet client and attorney needs and to locate missing items. Ability to perform basic and complex data entry tasks. Ability to pay close attention to detail and when applicable, offer suggestions to improve procedures.

Other

Supervisory Responsibilities: None.

Equipment To Be Used:  Personal computer and other office equipment such as telephone, calculator, fax, machine, copier, scanner, etc.

Typical Physical Demands: Physical demands commensurate with job duties.

Typical Mental Demands: Able to work effectively in a fast paced environment. Make judgment decisions and adapt to changing work situations. Grasp and apply new ideas. Communicate with various personalities at all levels.

Working Conditions: You will be required to work in the office at minimum 3 days per week. The details of your weekly schedule will be discussed further with your direct supervisor. Occasionally called upon to work hours in excess of your normal daily schedule.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

 Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only.  No search firms.