Job Title: Legal Records Associate
Reports To: The Legal Records Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.
Job Overview: The Legal Records Associate provides exceptional office and records maintenance onsite. This position oversees the security, inputting/outputting, preservation, organization, and retrieval of legal records, documents, and files for a legal entity.
Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 1-2 years or work experience required.
• 1 year of experience in law firm records management preferred.
• Previous experience utilizing legal-specific records management systems – (Legal Key) Records Management System preferred.
• Ability to work assigned work hours determined by the manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for functions of the position (such as Microsoft Suite, Adobe, etc).
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required

• Provides 5-star customer service to all employees (in all forms of communication).
• Evaluates current active records system for compliance by taking inventories and reviewing information retrieval needs.
• Monitor and listen to customers to understand inquiries and requests in order to provide accurate information about the firm’s records and prompt assistance.
• Coordinates information creation, receipt, storage retrieval, and disposition.
• Ensures security and preservation of records in records centers and inactive records.
• Works with departments on special information research and retrieval projects to ensure that all information needs are met.
• Ensures application of retention schedules to inactive records.
• Answer verbal, telephone, written, and e-mail inquiries, regarding records requests in an efficient manner
• Prepare new files within the records system guidelines
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
• Manages outgoing mail/package transactions.
• Notifies employees upon receipt of inbound deliveries.
• Submit work orders for certain requests.
• Maintains the Business Service Center area in a neat and orderly fashion.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Trains back-up and providing guidance on policies and procedures.
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to client.

• Provides reception or concierge (front of office) or office services (back of office) coverage as needed.

  Competencies:

• Driven by client satisfaction.

• Strong integrity, and solid business ethics.
• Excellent presentation and interpersonal skills.
• Excellent written and oral English communication skills.
• Expert in customer service skills, professional attitude, and appearance.
• Outstanding organizational skills.
• Ability to maintain confidentiality.
• Attention to detail.
• Able to speak clearly so listeners understand, identify, and understand the speech of another person.
• Strong initiative required; ability to work independently with minimal direct supervision.
• Be personable, articulate, knowledgeable, and professional in presenting oneself in a professional setting.
• Flexibility in dealing with simultaneous projects.
• Ability to learn skills quickly.

• Reading, writing, and arithmetic skills.

  Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.

• 1-2 years or work experience required.
• 1 year of experience in law firm records management preferred.
• Previous experience utilizing legal-specific records management systems – (Legal Key) Records Management System preferred.
• Ability to work assigned work hours determined by the manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for functions of the position (such as Microsoft Suite, Adobe, etc).
• Required to maintain an overall professional appearance and attitude.

• Adhere to all policies and procedures required.

  Physical Demands:

• Approximately 50% of the time this position requires the below physical demands.

• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.).

• Ability to lift or move 40 lbs. or greater frequently.

  Travel: None or Negligible
  Other Duties:
  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.