Records Coordinator at Jones Walker LLP – Baton Rouge, Louisiana

In accordance with Firm policies and procedures this position in the Records & Conflicts Department is primarily responsible for all tasks related to the management of client records (files) for the Baton Rouge office. Reports directly to the Assistant Director of Research Services & Knowledge Management.

This position is resident in the Baton Rouge office but may also be responsible for assisting with the records management processes for other branch offices on an as needed basis.

Records Management

• Advises lawyers and support staff on best practices and policies
• Inputs data into the iRM and IM Connect databases according to establish guidelines at a high level of accuracy
• Coordinates pick up and deliver of files/boxes from offsite vendor to requestor
• Works closely with office personnel to review materials going into offsite storage
• Identify, compile, sort, organize, and record appropriate data; flag exceptions; enter inventory data; generate reports;
• Accurately maintains data in iRM
• Establishes and maintains a good working relationship with team members

Compliance

• Assists with lawyer and staff departures as it pertains to client files. Scans documentation of the departing process into Aderant
• Audits records processes, work product, staff-managed file areas for accuracy and compliance with Firm policies
• Should be familiar with the firm’s policies and procedures on HIPAA and HITech in order to identify files with materials requiring special handling
• Should also be familiar with guidelines set forth by various clients as it pertains to records governance

Special Projects

• Clean-up and conversion of data from old databases
• Closed file room shift of files

Retention and destruction

• Responsible for following the guidelines set forth by the firm’s Retention and Destruction Policy
• Includes inputting the correct retention period for closed files into iRM database
• Identifying closed files eligible for destruction
• Works with the lawyers and support staff to gain approval for destruction and to notify clients of pending destruction of files

Closing of Matters/Files

• Closes out matters in the Aderant time and billing system as required

• Bachelor’s Degree preferred
• Prior law firm experience preferred
• Experience with iRM a plus
• Comfortable working in a fast-paced environment where priorities change frequently
• Excellent verbal and written communication skills; exceptional customer service and interpersonal skills
• Excellent Microsoft Office skills required, specifically Microsoft Word and Excel
• Must be detail oriented with a high degree of accuracy
• Ability to handle physical tasks associated with file storage, including lifting and moving boxes of records weighing up to 50 pounds
• Regular and predictable in-office attendance

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Human Resources department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.