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Records Technician

Full Time
Los Angeles, CA 90071
Posted Today
Job description
General Summary: COVID-19: Vaccination Requirement: Effective August 30, 2021, Alston & Bird requires all employees who access our offices to be fully vaccinated against the COVID-19 virus. By submitting your resume for consideration, you acknowledge that you will comply with A&B’s vaccination and office access policies. Please note that proof of vaccination may be required. Any questions about A&B’s vaccination requirement should be directed to Trevor Barker, Talent Acquisition Coordinator ([email protected]).

At Alston & Bird, our people trust the people they work for, take pride in what they do, enjoy the people they work with, and serve the communities in which they live. Our environment has been praised as one of the most open and receptive in the United States, not only among law firms, but also among all businesses. Alston & Bird has been ranked by Fortune magazine as one of the "100 Best Companies to Work For©" for 23 years in a row.
Under direction of the Regional Records Supervisor perform a variety of departmental duties including organization of client files, including inter-filings, indexing, labeling, shelving, scanning, boxing and shifting; document and maintain circulation records of files, documents and miscellaneous items; data entry; handle customer reference orders; assist in preparation of boxes for storage, assigning box and location numbers, data entry and bar code label application, answering department phone lines and maintaining physical condition of Records Center space. Coordinate with attorneys, management and other records staff the receipt of or the release of files/records/e-records. Prepare reports from the records management system as requested. Essential Duties: RESPONSIBILITIES
  • Works directly with attorneys, secretaries, legal and administrative assistants to provide records management services and other tasks
  • Conducts research on filing, files and boxes
  • Creates additional folders /volumes as needed or requested
  • Handles incoming calls and e-mails directed to the Records Center which also includes the processing of file request
  • Coordinates incoming and outgoing deliveries for the department which also includes performing scheduled pick-up and delivery runs for Record Department
  • Handles rush deliveries of checked out files / boxes
  • Handles scheduled pick-ups / delivery runs
  • Updates and maintains all centralized / decentralized physical files with filing
  • Remotely scans the Records Center, offices, workstations, war rooms and other decentralized file storage areas to maintain file location accuracy
  • Maintains physical file shelving by shifting files to create adequate space for files that need to be integrated
  • Maintains shelved files in order by matter #, core files then file folder #
  • Applies reprinted, ethical screen and HIPPA labels to physical files as needed
  • Assist with the processing and integration of files and boxes brought by lateral attorneys and clients
  • Places off-site storage orders and receives incoming off-site storage deliveries
  • Provides support and back up to fellow records personnel
  • Provides assistance to Records Supervisor with projects as needed
  • Make efficient use of time in order to handle workload.
  • Maintain the characteristics of a Top Echelon employee
  • Perform other related Records Center duties as required by Supervisor or Manager
  • Utilize the Firm's record management system iRM proficiently
  • Access, edit and maintain records management database, including auditing and updating folder, box and circulation records.
  • The creation of new files / volumes and generation of barcode label
  • Checks files and boxes in/out and maintains file location integrity
  • Maintains iRM data integrity by accessing, editing and maintaining records management information which includes the auditing and updating of folder, box and circulation records
  • Monitors iRM file request queue
  • Reprints and applies barcode labels with client / matter name changes
  • Provides iRM reports upon request
  • Conducts periodic records department, file room, war room and office scans to assure iRM location integrity
  • Processes new inventory off-site storage in iRM
  • Audits existing boxes for accuracy in accordance with iRM
  • Conducts iRM research upon request
Skills Needed to be Successful:
  • Ability to express self-effectively, both orally and in writing.
  • Ability to establish effective working relationships throughout the Firm.
  • Strong command of the English language.
  • Ability to effectively handle telephone calls with established Firm etiquette and professionalism.
  • Thorough knowledge of Firm and Administrative Support Service standards, practices and procedures to meet Firm personnel demands.
  • Excellent organizational skills for prioritizing workload. Able to work independently.
  • Able to routinely work with standard file boxes weighing up to 40 pounds
  • Able to push and pull carts loaded with files weighing up to 200 pounds
  • Repetitive motions - substantial movements of the wrists, hands and/or fingers
  • Crouching, kneeling, standing, climbing, stooping, walking, pushing, pulling and lifting
  • Talking - expressing or exchanging ideas by means of spoken word. Ability to convey detailed or important spoken instructions to other workers accurately
  • Hearing - ability to receive detailed information through oral communication
  • 3 years' experience within a legal records center environment
  • Experience with Records Management software
  • Able to routinely work with standard file boxes weighing up to 40 pounds
  • Ability to understand procedures and instructions specific to the area of assignment as would be acquired during four years of high school.
  • Associates or bachelor’s degree is not required, but preferred.
  • Previous experience of 2 or more years in a related or computer data entry environment.
Additional Information: At Alston & Bird, our people trust who they work for, take pride in what they do, enjoy their colleagues, and serve the communities in which they live. Our environment has been praised as one of the most open and receptive in the United States, not only among law firms, but also among all businesses. Alston & Bird has been ranked by Fortune magazine as one of the "100 Best Companies to Work For©" for 22 years in a row.
Alston & Bird LLP is an Equal Opportunity Employer that does not discriminate on the basis of race, color, religion, sex, age, sexual orientation, gender identity and/or expression, national origin, veteran status, or disability in relation to our recruiting, hiring, and promoting practices.
The statements contained in this position description are not necessarily all-inclusive; additional duties and responsibilities may be assigned, and requirements may vary from time to time.
Professional business references and a background check will be required for all final applicants selected for a position. In accepting a position, it is understood that continued employment is contingent upon a satisfactory background check. A satisfactory background check is the absence of a criminal record which bears a demonstrable relationship to the applicant/employee’s suitability to perform the required duties and responsibilities of the position.
Alston & Bird is not currently accepting resumes from agencies for this position. If you are a recruiter, search firm, or employment agency, you will not be compensated in any way for your referral of a candidate even if Alston & Bird hires the candidate.
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