Records Coordinator

General Information

Office(s): Winston-Salem, NC

Department: Records

Date Published: 25-Jun-2024

Description & Requirements

The Winston-Salem office of Womble Bond Dickinson (WBD) seeks a Records Coordinator who will be responsible for the proper governance and handling of firm records. This person will work closely with WBD attorneys and staff to ensure that firm records are administered in an efficient and accurate manner throughout their lifecycle. This person should possess strong interpersonal skills, excellent oral and written communication skills, and exemplary organizational skills; be detail oriented, be proficient in database type software and Microsoft Office applications, and be service minded.

Essential Duties and Responsibilities:

• Be familiar with all firm policies and procedures, specifically Records Services Department.

• Demonstrate proficiency in firm records management software and hardware.

• Create and profile firm records and files.

• Execute file transfers in accordance with the firm's file transfer policy.

• Check in / check out files from centralized file room and update records system accordingly.

• Apply proper retention to records per firm policy.

• Perform records and data disposition in accordance with firm retention policy.

• Comply with litigation hold and/or discovery requests, ensuring that all relevant records are preserved and can be produced as requested.

• Send and receive boxes and/or files to and from offsite storage, ensuring files are packed and indexed in accordance with department policies.

• Process inactive files and send to local offsite storage vendor.

• Be able to locate needed physical records using file-tracking technology.

• Create and distribute customized records reports as needed.

• Audit files and reconcile data as needed.

• Manage file intakes for incoming attorneys.

• Deliver boxes and files to attorneys and staff in a prompt manner.

• Ensure that files approved for destruction are promptly destroyed in a secure and confidential manner.

• Scan paper files to electronic format and file into the firm's document management system appropriately.

• Travel infrequently but as necessary when required.

• Ability to lift 30 lb. boxes, perhaps several times a day, and must be able to move up to twelve 30 lb boxes at a time utilizing a hand truck.

• Complete special projects as delegated by Director and/or Manager.

Requirements:

To perform this job successfully, an individual must be able to perform each duty satisfactorily, with attention to detail. Excellent client service is expected.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, climb or balance, stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move boxes that weight up to 30 pounds, and must be able to move up to twelve 30 pound boxes at a time using a mobile hand truck. The employee must also be able to move mobile shred bins as large as 95 gallons in capacity. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Education and/or Experience: High school diploma or equivalent is preferred.

An Equal Opportunity/Affirmative Action/Pro Disabled and Veteran Employer.

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