Legal Records Specialist

Legal Records Specialist

Lowenstein Sandler is a one of the most sophisticated law firms in the United States, with over 400 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, New Jersey, Utah and Washington, DC. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.

Under the direction of the Records Manager, the Legal Records Specialist is responsible for a variety of tasks. Work hours vary and may include overtime.

Essential Job Requirements:

• Oversee and assist various client services, including transfer of files to and from clients and other external parties.
• Oversee and assist with the Firm's file retention and disposition procedures.
• Utilize the Firm's Conflicts database to process unidentified mail.
• Back-up Manager with the orientation of attorneys and paralegals, providing training on Firm's records policies and procedures for same as well as refresher courses to existing secretarial and paralegal staff.
• Back-up Manager with maintaining relevant department information on the Records page on the firm intranet (HUB).
• Assist Manager with special projects and regularly communicate project status.
• Assist Manager with implementation of departmental policies and procedures.
• Work to improve current record-keeping processes.
• Build and maintain excellent working relationships with other support departments.
• Provide guidance to Records Assistants.
• Seeking feedback from others and opportunities to master new skills.
• Input, update and search for data in the records management system.
• Retrieve, deliver and pick up files as requested.
• Move boxes within buildings (often requiring heavy lifting).
• Coordinate deliveries and pick-ups with offsite storage vendor.
• Organize and maintain all file rooms and stack area.
• Interfiling of documents for files in storage and special projects as requested.
• Participate in knowledge-building professional activities, such as industry-specific list services and memberships in professional groups.
• Stay abreast of best practices in records management environment.
• Other tasks as assigned.

Skills, Knowledge, and Abilities:

• Five or more years of legal records management experience.
• Considerable knowledge of records retention and storage procedures.
• Strong computer and database skills.
• Advanced knowledge of legal-specific automated records management systems, preferably File Trail and iManage.
• Knowledge of Microsoft Word, Excel, and Outlook.
• Advanced oral and written communication skills.
• Strong analytical, interpersonal, and organizational skills.
• Analytical person who works well under pressure.
• Ability to manage several projects concurrently while producing necessary results and meeting deadlines.
• Ability to interact effectively with internal client base, always upholding a professional and cooperative demeanor.
• Strong customer service skills and ability to work in a team environment.
• Excellent organizational skills.
• Strong leadership abilities.
• Ability to maintain a reliable attendance record, arriving to work in a timely manner and observing prescribed work breaks and meal periods.
• Become familiar with and adhere to all Firm policies and procedures.
• Ability to work overtime when needed.
• Physical ability to lift fifty (50) pounds.

Office Location: Roseland, NJ (100% on-site) Schedule: Full-time, Fully Onsite, Monday through Friday, 9:00 am 5:00 pm ET. Work hours vary and may include overtime. This role requires four (4) days per week in the Roseland, NJ office and one (1) day per week in the New York office. This position requires 100% on-site presence.

Amount of Travel Required:

• New York Office: One day per week (Thursdays)
• Washington, DC Office: Occasional travel as needed

The expected salary range for candidates meeting the requirements of this position is $70,000 to $75,000. The range provided is the salary that Lowenstein Sandler in good faith believes at the time of this posting that it is willing to pay for the advertised position. Exact compensation will be determined based on individual candidate qualifications and location. Our benefits package includes coverage options for medical, dental, vision, prescription drug, life insurance, disability, FSAs, 401K, and paid time off.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.

Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.

Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.