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Job Number: 19015515175
Position Title: Western Region Records Manager
Description:

This position is responsible for managing the Firm’s information governance processes in four West Coast offices.  The Western Region Records Manager will demonstrate expertise in data lifecycle management and protection. He or she will work with records staff and technology teams to manage active records systems; records organization and evaluation; inactive records systems and repositories; and records retention.  He or she will provide expertise and input into other functional areas that affect the records management of the Firm.  This may include, but is not limited to, coordinating workflow, assessing priorities, and providing hands-on assistance with all information governance firm-wide initiatives. This position is expected to maintain a high level of professionalism and strict confidentiality in all matters.

Work with the National Records Manager, IT and other Firm leaders in developing and implementing information  governance policies and procedures to ensure organizational consistency; enhancing user services and relationships; assessing equipment and supply requirements; managing off-site records storage for assigned region; implementing records retention and automation enhancements within assigned region. 

·         Assist the National Records Manager and other Firm leaders in the ongoing implementation of the Firm’s automated records management system and maintained RIM/IG operations, including workflow and use of technology.

·         Assist staff in receiving, storing, and retrieving Firm electronic records ensuring all necessary database entries for files coming into and leaving the Firm are correct.  Assure the accuracy and integrity of the Records database.

·         Maintain and manage through working and training knowledge of Records Management database software, functionality and data maintenance issues in order to support day-to-day work production, system administration and to validate the accuracy of the Firm’s records indices.

·         Work with the National Records Manager to implement procedures for systems, processes, technology, and services in order to ensure continual service enhancements, cost reductions, and Firm consistency.

·         Work with the National Records Manager, IT and other Firm Practice Area staff to develop, implement and maintain firm-wide Policies providing governance structure for Records Retention across all media types.

·         Ensure that the Firm’s policies and procedures relating to the client release process as well as the legal hold process are maintained and executed according to Firm policy across assigned Region.

·         Coordinate processes for integrating (“converting”) incoming attorneys’ files into the Firm’s Records Management database.

·         Conduct new employee and attorney orientations within assigned region as required.

·         Develop plans and schedule staff to ensure projects for the Records Center are executed in a timely and efficient manner.  Report regularly on team goals, objectives, projects and accomplishments.  Work with the National Records  Manager or local Office Administrator to assess overtime requirements for local office.

·         Assist National Records Manager in the overall management of the Firm’s information governance policy in compliance with legal and regulatory requirements and business needs. 

·         Assist National Records Manager in the development and overseeing of the Records Center Budget, including analyzing and preparation of budget information for accuracy and milestone progression for assigned Region.

·         Special projects as assigned by the Senior Director of Compliance and Information Governance, National Records Manager or local Office Administrator. 

Supervisory Responsibility

In conjunction with local Office Administrators, directly supervise Records Center staff in assigned Region and be responsible for providing overall direction, coordination and evaluation.   Responsibilities include interviewing and recommending prospective employees; training, counseling and setting goals for staff; planning, assigning and directing projects; maintaining accurate workroom and lateral file indices; monitoring absences and approving time reports and overtime; conducting annual performance evaluations and providing feedback; rewarding and disciplining employees; addressing complaints and resolving problems.

Required Skills:

  High school diploma (Associate’s degree preferred) and six or more years of experience supervising and coordinating the activities of a work team in Records Management operations and procedures in a law firm environment is preferred; or equivalent combination of education and experience.  

·         Ability to work independently with minimal supervision.

·         Significant and proven experience in leading large projects, including, but not limited to,  implementation of new software, policies, processes and procedures for physical and electronic records, office relocations should be demonstrated by a successful candidate.

·         Understanding of relational databases with knowledge of Microsoft SQL Reporting Services and SharePoint recommended.

·         Strong functional skills in MS Office Suite (Word, Excel, Microsoft Explorer and Outlook); working knowledge of Autonomy iManage; and ability to learn and utilize Records Management software used by the Firm’s Records Department, including training staff and end users, LegalKEY and iManageRM knowledge a plus. May assist other firm offices as assigned by the National Records Manager.

·         Excellent organizational, oral and written communication and interpersonal skills, including record keeping, data collection and system information.  Ability to compile and analyze data, and furnish information in report format, written correspondence, e mail, or verbally. 

·         Flexibility with overtime and on-call availability are required.

·         Ability to travel to assigned Regional Offices, as well as other office locations, as required and assigned by the National Records Manager.

Position Available: 01/23/2019
Date Posted: 01/23/2019
 
Contact Information: Email resume and salary requirements to: VArguello@seyfarth.com
 
 

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