Records Clerk (temporary position) - #1406534

Our Billings, Montana office is currently seeking a temporary Records Clerk.

POSITION SUMMARY:

The Records Clerk will be responsible for on-going projects related organizing, maintaining, and disposing client files. Under the general supervision of the Records Manager, the Records Clerk is responsible for transferring, tracking, preserving, and/or disposing of files at the end of their retention period. This role requires strong attention to detail and organizational skills, along with the ability to work collaboratively and individually to meet project timelines.

• Temporary role, anticipated duration is approximately May through August
• Full-time, 30-40 hours/week
• This role is not eligible for benefits
  
  
  

KEY RESPONSIBILITIES:

• Communicates regularly with Records team members to coordinate the transfer of files from off-site storage.
• Liases with vendor contacts and facilitates file requests from/returns to various storage facilities.
• Reviews and tracks file locations for all offices and shares file locations upon request.
• Ensures client records are maintained in compliance with with firm policies and regulatory requirements.
• Processes files for preservation or secured disposition at the direction of the Records Manager.
• Prepares physical files for storage and/or disposition for all offices.
• Scans paper documentation and verifies that scan is clear, legible, and searchable.
• Routes file requests to Legal Administrative Assistants and/or Records Manager, or other firm members as needed.
• Coordinates shredding and disposition for the Billings office.
• Communicates regularly via telephone and email.
• Adheres to all personnel policies and practices.
• Performs other related duties and tasks as assigned.
  
  
  

KEY SKILLS:

• Strong customer service and interpersonal skills are required to communicate effectively and professionally with all levels of personnel and external clients.
• Able to maintain strict confidentiality of client and firm information.
• Able to work in collaboration within a team and independently.
• Able to learn new skills as technology evolves.
• Possesses excellent attention to detail, follows up on projects, and follows through on deliverables.
• Able to develop and apply comprehensive planning and organizing strategies to ensure tasks and projects are appropriately prioritized and resources are used effectively and efficiently.
• Able to work under tight deadlines, handle multiple detailed tasks, and anticipate when help will be needed from department members.
• Flexible and able to respond quickly and positively to shifting demands and opportunities.
• Able to effectively work in a multi-office environment and a culturally and educationally diverse environment.
• Writes clearly and informatively, edits work for spelling and grammar, adapts communication to suit needs, presents numerical data effectively, and can read and interpret written information.
• Speaks clearly and persuasively, listens and gets clarification as needed, responds well to questions, and takes a collaborative approach in group settings.
• Able to take responsibility for work activities and personal actions, follow through on commitments, acknowledge and learn from mistakes, and recognize the impact of one’s behavior on others.
• Able to independently formulate sound decisions and select an effective course of action using available information.
  
  
  

MINIMUM QUALIFICATIONS:

• Minimum one year of experience working in a professional environment.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Valid driver’s license.
• Ability to travel as needed.
  
  
  

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.
• Must be able to bend, lift, stretch, and climb.
  
  
  

DISCLAIMER:

This job posting is not meant to be an all-inclusive list of duties and responsibilities but constitutes a general definition of the position's scope and function.