Dykema Gossett PLLC, a leading national law firm, is recruiting for a Records and Information Governance (RIG) Specialist for our Washington DC office. The RIG Specialist works as a member of the RIG team and is responsible for ensuring the accurate and timely collection and transfer of data and ensuring the creation, maintenance, circulation/tracking, and disposition of client/matter files. Utilizing the Firm's automated Records Management System (RMS) and Document Management System (DMS), provides basic functional support to end users of the RMS system. This position will also perform general clerical duties relating to maintaining physical records, such as file creation, labeling, tracking, storage, purging of both electronic and physical files, retrieval of Firm files, and updating files in the RMS. May perform back-up reception/office services and other administrative duties as requested. The RIG specialist will work in the office or a hybrid schedule; our work week is 40 hours each week.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Creating files and inserts for the Dykema office, by following established procedures.
- Sending files off-site, keeping their records updated in Records Management System, and retrieving files from off-site storage upon request.
- Keeping track of official files and their contents, whether in electronic or paper form.
- Saving correspondences regarding transfers and departures into the Firm’s Document Management System (DMS).
- Processing incoming electronic file materials by incorporating materials into existing electronic workspaces or by creating new electronic folders and subfolders to accommodate new data.
- Assist with the import and export of electronic client matter data.
- Assist with setting disposition, retention, transfer, and purging of files in accordance with Firm procedures.
- Comply with Firm policies, procedures, and workflows relating to information storage and governance, and assist with communicating these standards to Firm personnel.
- Participate in special projects as requested.
- Collaborate to maintain and enforce Outside Counsel Guidelines, as assigned by the Information Governance and Records Manager.
- Provide quality customer service.
- Ensure the appropriate deletion of files that have met retention limits.
- Complete tasks associated with the inventory of records monthly (on the floors) and quarterly (within the file room(s)).
- If requested, performs backup coverage for reception/office services, which may include greeting guests, answering calls, reserving conference rooms, etc.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
- Two to three years of post-high school training or equivalent work experience; minimum five years of recent information and records management experience.
- Excellent communication skills, including verbal and written, as well as organizational skills; provides exceptional customer service through understanding of internal customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.
- Ability to effectively follow procedures and manage competing priorities and excellent organizational skills.
- Attention to detail and accuracy. Must be self-motivated and able to work independently.
- Working knowledge of computer software such as e-mail, word processing, and data entry.
- Ability to organize and maintain electronic and physical files.
- Ability to prioritize numerous tasks, adjust to changing priorities, and complete tasks promptly.
- Ability to lift and transport moderate to heavy boxes (30-50 pounds), lifting, stooping, and bending.
- Proficiency in Microsoft Office Suite; experience in NetDocuments, FileTrail, Microsoft Teams, SharePoint, Excel preferred.
- Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
- Ability to take direction, receive and apply feedback, and communicate support needs.
WHY YOU SHOULD APPLY
Dykema offers an excellent salary and benefit package, including transportation assistance. Dykema provides a professional, diverse and collaborative workplace where all employees can thrive. Dykema has achieved, and continues to participate in, Mansfield Certification. Our work environment is business casual.
EEO STATEMENT
It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances.
Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved.
It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.