Weintraub Tobin is seeking a full time (37.5 - 40 hrs. per week) Records Supervisor for our Sacramento office. This position will report directly to the Firm’s IT Director and is responsible for the management, organization, and maintenance of all records and documents within the Firm. This position will act as archivists for sensitive and confidential client data. This position must follow consistent document management methods and organization of for paper and electronic records. They ensure accuracy, track the current location of on and off-site files, and document the destruction of files. This position will also be tasked to improve current recordkeeping processes and filing systems and is expected to work collaboratively with all levels of the Firm.
RESPONSIBILITIES
· Create, approve, and enforce policies and practices regarding digital and paper records, including organization and disposal.
· Develop a records storage plan, including short and long-term housing of physical records and digital information.
· Run confidential conflict checks for new clients, attorneys, etc.
· Execute a retention policy on the disposal of digital and paper records no longer required for operational reasons; according to organizational policies, statutory requirements, and other regulations.
· Work closely with IT department to create and maintain ethical walls and folder structure incorporated in digital document management systems.
· Perform annual audit on the Records Retention Schedules by interviewing employees and conducting records inventories.
· Coordinate access to records internally and outside the organization, and balance the requirements of business confidentiality, data privacy, and public access.
· Vendor relationship management for off-site paper storage facilities.
· Provide records management training to all relevant employees, including on-boarding and orientation processes.
· Manage incoming and outgoing client file transfer process to ensure secure and efficient handling.
· Supervise and train records staff.
· Provide record management awareness and guidance to employees as needed.
· Stay updated on best practices and advancements in records management.
· Other duties or projects may be assigned.
QUALIFICATIONS:
· Minimum of 5 years of law firm records management experience required.
· Minimum of 2 years of supervisory experience.
· Minimum of 2 years of working as part of a team.
· Working knowledge of legal records management principles, practices, and technologies.
· Superior attention to detail and accuracy.
· Excellent organizational and time management skills.
· Strong communication and interpersonal skills.
· Proficiency in records management software and Microsoft Office Suite.
· Ability to handle sensitive and confidential information with discretion.
To apply please click: https://recruiting.paylocity.com/recruiting/jobs/Apply/2799003/Weintraub-Tobin/RECORDS-SUPERVISOR
