Records Manager

The Records Manager will be responsible for overseeing the management of our firms records across all offices, ensuring compliance with legal and regulatory requirements. The Managers primary focus will be on maintaining accurate and up-to-date records, managing file transfers, updating and administering our records retention policy, and managing the Records team. The ideal candidate is detail-orientated, proactive, and manages change and relationships.
Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Demonstrates solid knowledge of records management policies and procedures, data privacy issues, and electronic data management
2. Facilitates compliance with legal and regulatory requirements in close collaboration with the Office of General Counsel; directs the efficient collection, review, and release of physical and electronic records in response to client records transfer requests, legal holds, and document destruction orders
3. Maintains and administers a comprehensive records management program, including policies, procedures, and guidelines to ensure compliance with legal and regulatory requirements
4. Oversees the creation, organization, and maintenance of physical and electronic records, ensuring proper indexing, labeling, and storage to facilitate easy retrieval and access
5. Develops and maintains relationships with external file retention vendors, ensuring their services meet the firms standards for security, efficiency, and compliance
6. Partners with Office Managers firm wide to ensure compliance, security, and efficiency is met in every office across the firm in terms of records management
7. Ensures compliance with legal holds and ethical walls
8. Records team management including:
o Creates and tracks work assignments, providing direction as necessary
o Conducts performance management, coaching, and staff development and training
9. Maintains up-to-date knowledge on industry best practices as well as practice-specific requirements
10. Manages and champions electronic transformation ensuring timely and accurate completion in line with the firms electronic transformation goals
11. Provides secretarial and staff training; advises legal and non-legal departments to uphold best practices in information governance, records management, and retention policies enhancing firm-wide consistency and compliance
Competencies:
Decision Making - Identifies issues and provides suggestions to day-to-day problems; prioritizes and effectively completes daily tasks
Communication - Communicates in a clear, concise and organized manner; prevents miscommunication by clarifying difficult concepts and ensures understanding by others; knows the appropriate amount of information to share with various parties; ensures regular and consistent information is shared; understands the appropriate level of confidentiality
Leadership - Gives positive and constructive feedback to peers; trains new employees; finds solutions to a problem; works autonomously; is motivated to anticipate future business needs
Continuous Learning - Identifies training needs and opportunities for self, team and firm; promotes changes and acts as a change agent
Teamwork - Actively participates in the team and can provide feedback and solutions; listens and responds constructively to others' concerns
Alignment to Values - Consistently demonstrates the Firm's values and offers constructive feedback to team members regarding the values; strives to learn more and participate in diversity and inclusion efforts; demonstrates respect by understanding and providing support
Required Education: High school diploma
Preferred Education: Bachelors degree in records management, library science, information management, or a related field
Required Licenses and/or Certifications: N/A
Required Years of Experience: 5 years of work experience of records management experience withina law firm
Preferred Years of Experience: 5+ years of work experience of records management experience within a law firm
Supervisory Responsibilities: Direct
Physical Activity: This position will require some standing, walking and bending, as well as the ability to lift and carry a minimum of 25 pounds
Travel Required: N/A
Other Duties: Please note 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.
EEO Statement: *Armstrong Teasdale is an equal opportunity employer and will make all employment decisions without regard to race, color, religion, national origin, ancestry, age, sex, pregnancy, marital status, sexual orientation, gender identity, citizenship status, disability, veteran status or other protected status, in accordance with federal, state and local laws. At*