NAELA's CareerCenter

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This position is available in our New York or Boston office. 

JOB SUMMARY:

Supervise the business operation and staff functions of a dynamic department responsible for managing client and business information and for providing high quality information governance (IG) services to internal and external customers.  With sound leadership and example, oversee individual and team work product and provide routine mentoring and guidance towards the continuing advancement of team members.  Competently perform as a leading representative of the Firm’s IG enterprise by demonstrating exemplary professionalism managing multiple tasks and by knowledgeably providing quality solutions to customers. 

ESSENTIAL FUNCTIONS:

1. Skillfully oversee assigned IG department functions and resources to ensure the provision of outstanding quality and consistent IG services to internal and external customers.  Routinely demonstrate excellent multi-tasking ability, work organization, prioritization, time-management, project management, and assignment completion skills.  Acquire a thorough understanding of relevant workflow processes, perform routine process evaluations, and make adjustments and/or enhancement recommendations, as appropriate, to the Manager of IG.
2. Supervise and direct staff to adhere to daily work schedules and to assure work product excellence and accountability in compliance with firm policies and department procedures/goals, providing guidance and coaching as appropriate.
3. Conduct frequent analysis of existing processes and procedures and recommend efficient, cost-effective solutions in compliance with department and firm policies.
4. Recruit and interview candidates for co-op students, information governance assistant and analyst job openings.  Develop and implement effective training for employees on firm wide information governance initiatives in accordance with department standard operating procedures.
5. Maintain department attendance and time sheet records, approving any required overtime and paid/unpaid time off.
6. Responsible for performance management of direct reports, including quick connect meetings, regularly scheduled one on one meetings, providing timely and candid feedback and providing input on staff compensation decisions with the department manager.
7. Provide guidance to attorneys, paralegals and administrative staff on compliance with the firm’s retention and destruction guidelines, electronic recordkeeping, closing binders library, incoming and outgoing client file transfers, attorney departures, and other procedures as required.
8. Assist the Manager of IG with development of policies and procedures.  Assist the Manager of IG with the rollout of firm wide staff training and development initiatives.
9. Manage offsite records and media storage, consistently looking for cost saving opportunities.  Maintain strong relationships with vendors, ensuring they are performing to our standards and expectations.  Assist with negotiating vendor contracts and invoicing.
10. Educate, and market to the customer, IG products and/or services through telephone, email and/or face-to-face interactions, anticipating needs and identifying appropriate solutions in a timely manner.
11. Possess exemplary customer service and interpersonal skills in order to interface with personnel at all levels of the organization.  Demonstrate a strong and reliable ability to manage urgent and extraordinary issues and/or circumstances, and complex requests.
12. Maintain a working knowledge of industry trends and best practices pertaining to the field of records and information management.

OTHER RESPONSIBILITIES:

1. Provide mentoring and professional development opportunities for staff.
2. Assist in budget preparation and monitoring of budget.
3. Assist attorneys with incoming file transfers for new firm clients, including transfers of both physical and electronic media.
4. Research new software products making recommendation for possible procurement and implementation.
5. Implement tools to measure metrics and monitor the ongoing development of the firm’s information governance program.
6. Provide periodic updates to senior management on the status of projects and compliance issues related to the information governance program.
7. Evaluate and oversee implementation, as appropriate, of automated methods of managing and disposing of records.
8. Perform other work-related duties as assigned, including assisting with other Knowledge Management projects as required.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Bachelor’s degree required.
• Three to five years or more of information governance experience in a law firm environment required.
• Candidates must possess a detailed knowledge of records management systems.  IRM (iManage) experience is strongly preferred.
• Two years or more experience in a supervisory or managerial role within a legal records center in a mid-sized to large law firm is strongly preferred.
• Experience with the iManage document management system and workspaces strongly preferred.
• Exemplary customer service skills, including ability to anticipate needs and manage multiple tasks simultaneously.
• Excellent verbal and written communication skills and an ability to interact diplomatically with all levels of firm personnel.
• Strong computer skills; experience implementing and/or managing an Electronic Records System is desirable.
• Excellent organization, time management, and project management skills, including strong critical thinking and problem-solving skills.
• Ability to work under tight time constraints and deliver objectives in a timely manner.
• Membership in peer professional development groups required, preferably ARMA, ILTA, or AIIM.
• Individual must be team oriented, collaborative, diplomatic, and flexible.
• Self motivated with the ability to work independently and drive projects through to completion.
• Certified records manager (CRM) or information management professional (IGP) designation preferred.
• Ability to travel to other offices as needed.

WORKING CONDITIONS:

Normal office environment and schedule.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements.