We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future.
We invite you to explore the position below and to submit your application to join our team!
The Records Analyst is responsible for preparing, tracking, and maintaining the firm’s legal files. This position functions under the guidance and support of the Regional Records Manager and Regional Records Coordinator. The ideal candidate is an integral part of the records team, who will perform a wide variety of tasks and deliver a high level of customer service, while consistently maintaining excellent work product.
Essential Duties and Responsibilities:
Works directly with attorneys, paralegals, and Legal Practice Assistants to provide records management services, including scanning files into the Document Management System (DMS).
Creation of new files and records; data entry of key client matter/indexing information into the records and document management software systems.
Electronic and physical preparation, tracking, interfiling, and maintenance of files.
Perform information searches in the records & document management software systems.
Ability to generate reports and perform compliance audits, as assigned.
Scans files in file walls, file cabinets, workstations, and other file storage areas.
Fulfill telephone requests and respond to client email requests.
Retrieve, compile, and distribute requested active or inactive records & information.
Retrieve and deliver records throughout the office.
Monitor the inventory stored within the records department, including processing files transferring to and from the offsite storage facility.
Works closely with the Regional Records Manager and Regional Records Coordinator to ensure the destruction and retention schedule for client matters and administrative files are followed in accordance with current established firm guidelines.
Implement and follow departmental objectives in accordance with long-range plans and mission statements set by the Regional Records Manager.
Assist in maintaining the security of file rooms, computers, and databases.
Perform project-related activities for the office as directed by the Regional Records Manager.
Strictly adhere to the firm's internal procedures and security protocols while actively participating in combating cybersecurity threats, utilizing reasoning skills to detect and avoid risks.
Knowledge, Skills, and Abilities:
Strong knowledge of the Microsoft Office Suite
Ability to work effectively both independently and with teams to promote consistent and efficient workflow processes.
Identify and respond to internal and external client inquiries in a timely manner and seek feedback/follow-up as appropriate.
Strong interpersonal skills, with the ability to provide high-quality service and partner effectively with diverse groups of people at various levels within the firm as well as external contacts.
Strong attention to detail and with the ability to compose, review, and proofread all work for spelling, grammar, and accuracy.
The ability to communicate effectively verbally and in writing.
Strong organizational skills. Able to work well independently and with others to manage daily priorities while meeting and accomplishing goals.
Effective time management and project management skills; ability to organize and prioritize multiple tasks and use own judgment in decision making on how to meet all deadlines adequately and efficiently.
Demonstrates a keen sensitivity to urgent attorney requests. The ability to exercise discretion and confidentiality in maintaining firm and client information.
Demonstrate a “can do” attitude and initiative to assist on a variety of projects within a team environment.
Must be able to regularly lift and/or move up to 10 lbs., frequently lift and/or move up to 25 lbs., occasionally lift and/or move up to 50 lbs.and be able to reach and replace objects from shelves of up to 8 feet high, including moving and arranging record boxes. Employee must be able to climb or balance; stoop, kneel, crouch, or crawl.
Education and/or Experience:
An associate degree or equivalent combination of training, education, and experience that demonstrates the requisite knowledge and ability to perform the duties of the position.
A minimum of two years of clerical experience working in an administrative support role or any combination of training, education, and experience that demonstrates the ability to perform the essential duties of the position.
The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.
This position description is intended to describe the general content of and requirements for the performance of the job. The statements contained in the position description are not necessarily all-inclusive and additional duties and responsibilities may be assigned as determined by business needs.
This position description does not constitute a written or implied contract of employment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
California Applicants: Please visit our Privacy Notice and Notice at Collection to learn about our information practices in the Job Application and Employment context.
Equal Employment Opportunity
Troutman Pepper adheres to a policy of equal opportunity and will make all employment decisions, which include hiring, promotion, transfer, demotion, evaluation, compensation and separation, without regard to race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, pregnancy, citizenship, disability, genetic information, marital or armed forces status and any other classification as protected by law.
Compensation is dependent on several factors, such as position, location, education, training, and/or experience.
Hiring Salary Range: