Records Analyst

Job duties

• (* denotes an “essential function”)
• *Perform records services work according to established policies and procedures
• *Thoroughly assess job request, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycle
• *Use customer service skills to proactively complete records requests to client satisfaction
• *Create new records files and manage existing files according to document retention policies, matter mobility and information governance
• *Use experience in records services to navigate unclear requests to ensure compliance with established policies for retention, matter mobility and information governance
• *Understand intermediate to complex workings of records policies, digital matter mobility, digital and electronic records systems, and information governance in a virtual, digital, or electronic records environment
• *Interface and liaise with clients and vendors, peers and other colleagues to identify, collect, review, and package paper or electronic records for release, or to troubleshoot records requests
• *Utilize multiple software applications to identify, collect, review, and package paper or electronic records for release, or to troubleshoot software problems
• *Receive, triage, and process inbound paper or electronic records transfers to ensure compliance with protocols and make available for recipients
• *Utilize appropriate logs and/or tracking software for all assigned work
• *Meet contracted deadlines for accepting, completing, and delivering all work
• *Communicate with peers, supervisor or client on job or deadline issues
• Help foster a proactive environment of continuous service enhancement and relationship building with the client
• Handle sensitive and/or confidential documents and information
• May assist with coordination of records services, preparation, intake, and workflow within team
• May perform Quality Assurance on work of others
• May train more junior staff members
• Assist peer teams in other service lines, as needed
• Complete other tasks and assignments as assigned by management
• Interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner

Job qualifications

• Highschool diploma or equivalent required. Higher level education preferred or equivalent work experience
• Minimum 3 years’ experience preferably in a legal, banking or large corporate environment
• Legal records services, record-keeping, records management experience in a virtual, digital, or electronic records environment preferred
• Experience with records software programs for legal records services, records management, information governance, matter mobility and governance
• Advanced skill in the use of MS Office software (Word, Excel)
• Knowledge of a legal timekeeping or job tracking system is preferred
• Ability to work in a fast-paced, team environment, working both independently and collaboratively
• Ability to prioritize work, balance projects and meet deadlines in a timely manner
• Strong attention to detail with good organizational skills and emphasis on accuracy and quality, even with high volume of repetitive tasks
• Ability to handle sensitive and/or confidential documents and information
• Ability to make independent decisions that conform to business needs and policy
• Ability to troubleshoot more complex or advanced tasks, equipment, or software concerns on own; understands when to escalate a problem to a supervisory level
• Excellent verbal and written communication skills, including professional telephone and email etiquette in the face of immediate deadlines and pressure
• Must be self-motivated with positive can-do attitude
• Proven customer service skills are required to create, maintain and enhance customer relationships
• Must be able to interact effectively with multi-functional and diverse backgrounds

Statement of other duties

• This document describes the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions

Working conditions

• Position operates at sites with maximum of 24/7 operations.  Individual shift requirements will vary by site
• Ability to work overtime as needed
• Work is performed in a professional work environment
• Professional attire required
• Hazards include working with office machines (computers, peripherals, copiers, faxes, scanners, bindery equipment, paper cutters, paper, toner) and cleaning supplies
• Must be able to work sitting down all or most of the time