Senior Records Specialist - Schwabe : Job Details

Senior Records Specialist – Portland

About Schwabe, Williamson & Wyatt

Schwabe, Williamson & Wyatt is a Pacific Northwest law firm that offers a new client experience based on a deep industry focus. With nearly 170 attorneys, Schwabe is one of the largest Pacific Northwest regional law firms, with offices in Portland, Bend, Salem, Oregon; Seattle and Vancouver, Washington; Mountain View, California; and Anchorage, Alaska.

Position Overview

The Senior Records Specialist, working under the supervision of the Director of Intake & Records, provides assistance in the Records Department by training Records staff, performing file maintenance, updating file records, and reviewing retention/destruction policies. The Senior Records Specialist works closely with the Director of Intake & Records to ensure the Records Department operations are supporting firm needs.

Duties and Responsibilities

• Periodically reviews firm's retention schedule and recommend updates.
• Coordinates destruction of physical and electronic files that have reached their retention requirements.
• Works on client files in Records Department by creating and distributing new files at request of attorneys or secretaries; closes files according to the firm's policies and procedures.
• Performs data entry work by updating information on client-matter files and deleting outdated records where appropriate; verifies accuracy of data entry by comparing computerized output to source documents; transcribes and updates information from other sources to computerized records.
• Processes automated and manual and records forms.
• Performs other duties as required including, but not limited to: maintenance of will safes, organization of file banks, maintenance of statistics and logs, assisting attorneys and secretaries by responding to telephone and e-mail inquiries.
• Operates various types of office equipment including laser printers, color label printers, photocopier, and fax machine.
• Trains Records staff on process & procedures.
• Acts as a back up to the Director of Intake & Records on Records related items as needed.
• Assists the Director of Intake & Records in special projects.

Required Experience and Competencies

• Possesses the interpersonal skills necessary to communicate with a diverse group of attorneys and staff, and to handle all dealings with professionalism, courtesy, and tact.
• Reading and comprehension skills of a high school graduate are required. Ability to file correspondence, data, and legal documents accurately and systematically in accordance with department procedures. Ability to enter data and text using a standard computer keyboard. Ability to learn software database programs. Ability to cooperate with co-workers in accomplishing the goals and deadlines of the department.
• Ability to retrieve and distribute materials weighing up to 35 pounds and ability to retrieve and replace objects from shelves 8 feet high (using step stool) in aisles which are 27.5 inches wide.

Education & Experience

• A high school diploma (or equivalent) is required.
• 5+ years of law firm experience preferred

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, printers, and scanners.

Work requires regularly moving and lifting materials weighing up to 35 pounds, retrieving and replacing objects and walking in between offices. Work frequently requires a high level of mental effort, focus and concentration while performing multiple tasks and duties.

Interest and qualified candidates should submit a resume and cover letter to Karole Kellam, Director of Records & Intake ‎at [email protected].

Schwabe, Williamson & Wyatt provides a team-oriented working environment, offering competitive salaries and excellent benefits including medical, dental, ‎life, LTD, 401(k)/profit sharing retirement, tuition reimbursement, EAP, transit ‎subsidy, and paid time off.

All qualified applicants will receive consideration for employment without regard to race, color, religion, ‎ancestry, national origin, age, sex, disability, marital status, sexual orientation, gender identity or other status protected ‎by law.