Senior Records Assistant - Sidley Austin LLP

The Senior Records Assistant will perform tasks associated with the implementation of and compliance with the Firm’s Records Management Program. The incumbent will provide administrative support for the daily records management needs of the lawyers, paralegals, secretaries, and Firm administration. The duties include the creation, classification, organization, indexing and maintenance of hardcopy and electronic files using the Firm’s records and/or document management systems.

• Classify, index, organize, file, search, retrieve, and dispose hardcopy and electronic records using the Firm’s automated records management or document management systems.
• Coordinate records management obligations activities with lawyers, paralegals and/or secretaries leaving the Firm.
• Coordinate off-site storage services, including the processing of records designated for storage and on-line service order placement. Retrieves and routes requested files, documents, or boxes. 
• Assist Firm personnel with the search and retrieval of documents and files. Searches for files and documents ranging from simple to complex.
• May occasionally oversee document scanning activities including secondary QC done by Epiq personnel.
• Assist with training staff in the proper creation, conversion, searching, location, filing and processing of hardcopy and electronic records.
• May occasionally oversee transfer of records to/from outside records storage vendor.
• Process and coordinate the transfer of matter records for departing attorneys. Review each user workspace to ensure all documents have been properly classified or destroyed.
• Carry out tasks for the collection, review and release of hardcopy and electronic records necessary to comply with file releases associated with client requests.
• When necessary, process and coordinate intake of client records for incoming attorneys
• Follow records destruction process in compliance with the Firm’s records retention policy, may include coordination of activities with off-site records storage vendors.
• Ensure security and protection of the Firm’s records held on-site and in off-site storage facilities.
• Conduct annual records inventory/audit of records managed by the office. (Task maybe office specific)
• Coordinate the pickup and retrieval of shredding bins daily from the practice group floors. (Tasks maybe office specific)
• Participate in all incoming attorney Records Review Orientation training. Follow up with users using our 30/60/90 process.
• Oversee the preparation of hard copy files for scanning to electronic images, perform quality control inspection and train secretaries on the process.
• Provide customer service to all users, attorneys, paralegals, and admin staff to include document management system and email management requests.
• Work on special projects as required ranging from simple to moderately difficult.

California Applicants: Salaries may vary by location. In California, the estimated target salary range of this role is $58,000 - $76,700, in addition to bonus eligibility and a comprehensive benefit package. Salary determinations are made based on numerous factors, such as, but not limited to, the relevant market and the skill, experience, class or graduation year, and education of the selected candidate.

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources). 

Education and/or Experience: 

Required:

• Minimum of two years’ experience in records management, document management, library services or document conversion (scanning) operations.
• Good motor and dexterity abilities including stooping, bending, and standing for long periods of time; ability to lift and move records storage boxes weighing up to 40 lbs. over the head
• Proficient in Microsoft Word and Microsoft Excel.
• Keyboard skills equivalent to 35 WPM.
• Must be able to work overtime as required.

Preferred:

• Experience with converting paper documents to electronic files
• Experience with a records management or document management software application.

Other Skills and Abilities:

The following will also be required of the successful candidate:

• Strong organizational skills
• Strong attention to detail
• Good judgment
• Strong interpersonal communication skills
• Strong analytical and problem-solving skills
• Able to work harmoniously and effectively with others
• Able to preserve confidentiality and exercise discretion
• Able to work under pressure
• Able to manage multiple projects with competing deadlines and priorities

Sidley Austin LLP is an Equal Opportunity Employer