Under the direction of the Manager, Resources and Systems, the Resource Specialist works as part of the team to make sure that our collection of materials is comprehensive, accurate and easily available to attorneys and administrators firm-wide. The Specialist is responsible for the accurate and timely creation and updating of acquisitions, catalog and vendor records.
Manage acquisitions, cataloging, serial controls, filing and other collection maintenance and other resource maintenance tasks for print collection in Boston and London. Ensure accuracy of all systems and data.
Catalog all new editions and new acquisitions for Boston and London within 72 hours of receipt. Oversee that continuations, supplements, replacements are being cataloged accurately.
Process all new items with card, pocket and spine label and shelves on appropriate floor.
Review, reconcile and prepare for approval and payment invoices for designated offices. Evaluate and suggest cost saving options.
Maintain department publisher and vendor records, including the publisher contacts in Outlook and vendor correspondence public folders in Desksite.
Assist with the general maintenance of the collection as needed by reshelving, and participating in office searches and other efforts to maintain the collection.
Assist with the defining, documenting and maintaining department procedures related to the ILS.
Understand the report capability of the ILS and create reports to improve department accuracy and productivity.
Assist with onboarding and off boarding by obtaining or reassigning necessary office copies. Assist with other onboarding/off boarding issues as needed.
Oversee and assist the outsourced filing company, distributing the filing and providing the classification number and other identifying information.
Quarterly, check that office copy loose-leaf services are accurately maintained and labeled appropriately with attorney name.
Assist with the review, evaluation and recommendation of new and existing resources. Recommend format for access and make suggestions for the best way to make resources available.
Maintain current knowledge of Firm e-resources, particularly electronic offerings of titles in the print collection.
Maintain current knowledge of Firm software solutions (Chrome, Elite, etc.) and is department resource for training and reporting issues.
Perform general maintenance of the collection by reshelving, visiting satellite offices weekly and participating in office searches and other efforts to maintain the collection.
Serve as back up for Resource Specialist – Serials.
Responsible for reviewing data in all Research Services systems, across all formats (print/electronic) and all offices, to ensure data is current, accurate, and consistent with formatting rules.
Continuing Education and Communication
Maintain current knowledge of developments in Research Services ILS modules used on a regular basis. Participates on ILS listserves and stays current with improvements and changes to software.
Actively participates in department meetings.
Communicate clearly and courteously with patrons and staff.
Participate in, or lead, special projects as assigned.
Conduct business in compliance with the Firm copyright and licensing policy.
Assume additional responsibilities as requested.
Bachelor’s degree required and Master of Library Science from an ALA accredited school or equivalent degree.
3+ years’ experience in a law firm or corporate environment is strongly preferred.
Knowledge of technical services functions, collection management and library technologies in a business setting including integrated library systems and other software used to manage library or acquisitions information.
Possess excellent written and verbal communication skills.
Strong organizational and administrative skills.
Excellent attention to detail and ability to execute through to completion.
Creative problem solving skills, reasoning ability, good with figures and logical thought process.
Ability to work under pressure, prioritize competing demands, and meet various deadlines.
Demonstrated ability to professionally interact and collaborate with colleagues at all levels.
Ability to work independently and as part of a team.
Outstanding sense of customer service.
Enthusiastic, proactive, and positive attitude.
Ability to handle confidential matters with discretion.
Must be self-motivated and resourceful to produce quality work.
High level of integrity and honesty.
Excellent computer skills, including proficiency in using Microsoft Word, Outlook, Excel and PowerPoint. Ability to quickly get up to speed and master new applications and software is critical.
Flexibility to work overtime when necessary.
This job description is a general description of the types of responsibilities that are required of an individual in this job. It is not intended to be a complete list of the responsibilities, duties and skills that may be required for this job.
Internal Number: 468-20
Mintz, Levin, Cohn, Ferris, Glovsky and Popeo, P.C. is a general practice, full service Am Law 100 law firm employing approximately 500 attorneys serving clients worldwide. We are headquartered at One Financial Center in Boston’s Financial District and have additional US offices in Los Angeles, New York City, San Diego, San Francisco, and Washington, DC, as well as an office in London and a strong international practice.
Mintz was founded in 1933 by Haskell Cohn and Benjamin Levin. The firm’s Managing Member is Robert I. Bodian. Our collaborative attorneys work within four core practice areas — Transactional, Intellectual Property, Litigation & Investigations, and Regulatory & Advisory – and combine legal, business, and industry insight to provide exceptional legal strategies for clients in a variety of industries.