Legal Records Lead Associate - Washington, United States - SPS North America, Inc

SPS North America, Inc

Verified Company

Washington, United States

1 week ago

Posted by:

Mark Lane

beBee recruiter

Description

The
Lead 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.

Schedule:
_
Monday to Friday, business hours with some flexibility. _

Duties and Responsibilities:

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.
Answer verbal, telephone, written and Email 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 backup 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, 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 mínimal 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.
12 years or work experience required.1 year experience in law firm records management preferred
Previous experience utilizing legalspecific records management systems (Legal Key) Records Management System preferred.
Ability to work assigned work hours determined by manager.
Excellent organizational and time management skills.
Analytical abilities and aptitude in problemsolving.
Superb written and verbal communication skills.
Current knowledge or ability to learn computerbased systems required for functions of 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:

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 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.

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About SPS:_

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe.

In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge te