Records and Cognflicts Manager - Available Job Posting

Records & Conflicts Manager
Department: Records
Reports To: Director of Administrative Services
FLSA Status: Exempt
Prepared Date: March 11, 2013

SUMMARY
Manage the day-to-day operations of the Records and Conflicts Departments. Administer established records management policies and procedures designed to standardize filing, preserve and retrieve records, reports, and other information contained on various storage media. Manage the new business intake and conflict clearing process for the firm.

ESSENTIAL DUTIES AND RESPONSIBILITIES
(Other duties may be assigned)

Manage Records Department staff including, but not limited to, hiring, workflow coordination, supervision and assessment of priorities and projects.

In collaboration with Risk Management Counsel, regularly review conflicts checking procedures and monitor compliance with risk management protocols as it relates to records management, including conflicts checking, file transfers, ethical screenings and firm response to Records subpoenas and Legal Holds.

Plan, develop and recommend changes within the Records Department organizational structure and changes to records management policies and procedures as needed.

Perform backup conflicts checking function, as necessary, and provide general counsel to Conflicts Administrator.

Develop, implement and enforce formal written protocols for the Conflicts and Records Departments including, but not limited to, procedures for service of Records subpoenas, file transfers, lateral hire transition, employee departure process, integration of imaging, management of will safe inventory, Conflicts protocols, and electronic retention guidelines.

Work with Director of Administrative Services to develop appropriate Records and Conflict Department budgets. Manage expenses related to staffing, offsite records storage, shredding and supplies, including reconciliation of vendor invoices, trend analysis, and management of all vendor relations.

Provide training and mentoring to the Records and Conflict Departments staff and ensure consistent, high quality customer service support.

Enforce records retention schedules for all administrative and client files by administering Records archiving, file transfer and destruction programs. Manage records destruction schedule in conjunction with established budget. Work with Director of Administrative Services to automate systems to support management of records destruction program.

Provide input on development of an expanded workflow system for the Records and Conflicts database and integration of the database with the accounting time and billing program.

Provide technical expertise in reconciliation of Records database information related to our offsite storage vendor; including data review, analysis and entry.

Assess equipment, space and staffing requirements for the Records and Conflicts Departments and make recommendations accordingly.

Manage space needed for war rooms and document review projects.

Plan, develop and implement disaster recovery policies and procedures for records business resumption purposes.

In collaboration with Risk Management counsel, Professional Development Committee and Director of Practice Support, develop series of regular training seminars for attorneys and staff related to Conflicts and Records Management policies and procedures.

SUPERVISORY RESPONSIBILITIES

Directly supervise the Records and Conflicts Departments’ employees. Carry out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, directing and supervising work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree or equivalent job-related specialized experience; or equivalent combination of education and experience. Three to five years experience as a Records Department Manager. Detailed level of knowledge of records management theories and practices with strong knowledge of legal records retention requirements. Detailed level of knowledge of Conflicts theory and practice.

LANGUAGE SKILLS

Ability to read, analyze, and interpret technical journals, financial reports, and legal documents. Ability to respond to inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write speeches and articles for publication that conform to prescribed style and format. Ability to effectively present information to top management, public groups, and/or boards of directors. Exceptional verbal and written communication skills required.

TECHNICAL SKILLS

Advanced technical skills in the area of database management required. Legalkey, RIM or other conflict related systems experience is a plus. Proficient in Microsoft Word, Outlook, Power Point and Excel required.

ORGANIZATIONAL & PEOPLE SKILLS

Ability to work in a collaborative and cooperative, team-oriented environment. Ability to interact with all levels of employees and to resolve issues effectively. Attention to detail, ability to balance multiple priorities and meet deadlines, and leadership skills required.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, ratios and percentages to effectively manage department budgets.

REASONING/ANALYTICAL ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

Involvement in a professional records management association recommended. Certified Records Manager (CRM) is a plus.

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.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Interested parties should forward their resume to Julie Livengood at livej@foster.com.