Essential Duties & Responsibilities • Create and maintain barcoded files in accordance with specifications provided by attorneys and legal staff. • Respond promptly to file and records requests received via email, telephone, or in person. • Retrieve records from on-site file storage locations and coordinate file retrievals from off-site storage vendors. • Deliver requested files, records, and storage boxes to attorneys, paralegals, and staff. • Collect files and records prepared for storage and coordinate transfer to on-site or off-site locations. • Prepare, inventory, and process records for off-site storage using records management software. • Maintain the integrity of records databases by accurately tracking and updating file locations and status changes. • Identify and research record-related information, including mail, checks, faxes, and other documents, utilizing records and conflicts management systems. • Conduct conflict of interest searches as part of the firm's new client and matter intake process. • Coordinate with firm management and legal personnel to obtain approvals required for opening new matters. • Enter, update, and maintain client and matter information within the firm's billing and records management systems. • Process matter originations and ensure all required client and matter data is entered accurately and in a timely manner. • Maintain accurate records of all parties associated with client matters to support conflict management and compliance requirements. • Update and maintain attorney profile information within billing, records, and related firm systems. • Process and maintain attorney fee entries in accordance with firm policies and procedures. • Modify client and matter billing information as required. • Generate, analyze, and distribute client, matter, records, and billing-related reports as requested by attorneys and management. • Open, maintain, and close client matters in compliance with firm policies, procedures, and retention requirements. • Review and close inactive files and coordinate retention and disposition activities in accordance with established schedules. • Assist the Records Manager with daily records operations, workflow coordination, training, and quality assurance initiatives. • Serve as a primary point of contact for record-related inquiries and provide exceptional customer service to attorneys, staff, and clients. • Perform other duties and special projects as assigned. ADDITIONAL TASKS AND RESPONSIBILITIES • Inventory and restock file supplies. • Prepare eligible files and items for destruction. • Assemble shredding for monthly pickup. • Assemble boxes for off-site storage pickup. • Audit file inventory throughout the firm. Knowledge, SKILLS, and Abilities: • Knowledge of arithmetic, English and grammar obtained through high school education. • Three (3) years’ related experience in records management is preferred. • Excellent oral and written communication skills with strong people skills. • Strong knowledge of Microsoft Office (Excel, Word). • Strong clients focus and ability to interact with clients at all levels. • Ability to meet deadlines and prioritize work Education • High school diploma or equivalent