Field Representative I, RIM Records

About the role

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm's records management procedures and guidance, oversees and coordinates daily tasks, workflow and special projects within the Records Management Department.

Responsibilities

• Perform records center operations tasks in accordance with established RIM procedures.
• Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
• Receive files for entry into Records Management System (RMS) review for accuracy and enters data.
• Sort, classify, and code material for filing, indexing and shelving.
• Prepare new files within file classification plan, both physical files and electronic files.
• Maintain timely, accurate, and complete filing, interfiling, and indexing as required.
• Generate labels and bar coding as necessary to track files.
• Accurately perform interfiling of loose items on timely basis.
• Perform assigned tasks that support the organization's legal hold process.
• Perform database queries and reports of activities as needed.
• Retrieve and arrange file delivery as requested.
• Access, compile, gather, and issue requested records and information.
• Receive and process records transferred to inactive storage in accordance with established schedules.
• Perform assigned tasks supporting the implementation of the organization's approved retention schedule.
• Scan records as directed, saving images in accordance with ESI policies and procedures.
• Serves as key contact with offsite storage vendors.
• Maintain accurate check out system.
• Maintain confidentiality and privacy of all firm and client files.
• Maintain organized Central File room, or backup file areas as directed.
• Perform backup and disaster recovery processes as directed.
• Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.
• Provide exemplary customer service.
• Handle special projects such as destruction implementation as directed.
• Provide input to management based on current and projected workload.

Qualifications

• One or more years of college with specialized course work in administrative management and computer technology.
• Minimum high school diploma or equivalent.
• Prefer BA or AA special training in RM a plus.
• Requires experience in operating office equipment such as reprographics equipment, calculators, and reader/printers.
• Law firm experience dealing with legal secretaries, paralegals, attorneys.
• Strong customer service and communication skills.
• Good typing skills and basic computer skills with diligent attention to detail.
• Records experience helpful or previous filing experience with cataloging systems.
• Attention to detail very important.
• Ability to handle special projects assigned by records specialists/managers.
• Professional appearance, adherence to dress code.
• Prefer candidates with experience in an active records environment.

Skills

• Knowledge of RIM, EDRM, ESI industry best practices.
• Organizational/RIM security requirements, policies, and procedures.
• Personal computer skills.
• Familiarity with MS tools.
• Experience working in a legal environment.
• Experience working with databases and generating reports.