Friedman Williams
Records Specialist Los Angeles CA
Job ID: 20427
The Records Specialist is responsible for organizing, maintaining, and retrieving paper and electronic records, including correspondence, receipts, contracts, and invoices, using an established numerical or alphabetical filing system. The Records Specialist ensures accurate filing and easy access to information by managing records within the firm’s Document Management System (DMS). This position is currently an onsite role.
Essential Duties and Responsibilities:
• Create and enhance new file matter and physical folders and labels according to protocol
• Create and update various indexes according to protocol
• Track files when requested by secretaries, which may be routed or picked-up
• Organize into sequence, index, create new pleadings and discovery volumes, update indexes as needed for all cases
• Index and upload records and data to DMS and various approved repositories
• Create digital documents corresponding to each entry on indexes with corresponding links for all cases
• Scan documents, as needed, with proper naming conventions
• Accurately inventory, monitor and retrieve files to and from offsite storage
• Fulfil the day-to-day records department functions
• Complete additional responsibilities and special projects as assigned, including files management for other departments and preparing of records for secure and approved disposition
Education and/or Experience:
• Associate degree preferred
• 1-3 years of relevant experience
• Law firm or professional services firm experience strongly preferred
Qualifications:
• Strong Microsoft Office Suite skills, with intermediate-level expertise in Excel and Outlook
• Experienced in Windows 10 and fully equipped to transition to Windows 11 environments
• Experience with document management systems such as NetDocuments, iManage, iComply, or FiT
• Ability to type a minimum of 50 words per minute
• Exceptional attention to detail with strong organizational skills and the ability to manage multiple tasks efficiently
• Capable of performing under pressure and managing competing deadlines in a fast-paced, high-volume setting
• Excellent interpersonal, verbal and written communication skills
• Demonstrated ability to review, analyze, and interpret legal documents
• Committed to maintaining strict client confidentiality
• Sound judgment and discretion in building and maintaining effective working relationships with attorneys and staff
• Proven experience providing high-level, confidential administrative support with professionalism, tact, and diplomacy
• Flexible and adaptable, with the ability to thrive in a dynamic, evolving work environment
Other Duties
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.