Legal Records Associate - M - F 8am-5pm

Williams Lea is hiring for a Records Associate for our Palo Alto office to work Monday to Friday 8:00 am to 5:00 pm!

Pay: $19.00 - $23.00/hour

Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts

Job duties

• (* denotes an “essential function”)
• *Perform records services work according to established policies and procedures
• *Assess job requests, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycle
• *Use established standards and formats to create new records files, conduct data entry into records management database, prepare records and records boxes for off-site storage, as necessary
• *Locate and retrieve records files, liaise with storage vendors when needed
• *Adhere to record and document retention policies, including following up on the proper return, collect, and refiling of records
• *Use customer service skills to maintain and enhance customer relationships, or otherwise complete records requests to client satisfaction
• *Demonstrate intermediate use of equipment/technology/software and hardware necessary to perform job functions
• *Utilize appropriate logs and/or tracking software for all assigned work
• *Prioritize workflow requests and meet contracted deadlines for accepting, completing, and delivering all work
• *Communicate with peers, supervisor or client on job or deadline issues
• Handle sensitive and/or confidential documents and information
• May perform Quality Assurance on work of others
• May train new staff members
• Interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner
• Troubleshoot basic equipment problems
• Assist Office Services or peer teams in other service lines, as needed
• Complete other tasks and assignments as assigned by management
• Be able to lift up-to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files

Job qualifications

• Highschool diploma or equivalent required. Higher level education preferred or equivalent work experience
• Minimum 2 years’ experience preferably in a legal, banking or large corporate environment
• Legal records services, record-keeping, records management experience
• Intermediate skill in the use of MS Office software (Word, Excel)
• Knowledge of software programs for legal records services, records management or record-keeping preferred
• Knowledge of a legal timekeeping or job tracking system is preferred
• Ability to work in a fast-paced, team environment, working both independently and collaboratively
• Ability to prioritize work, balance projects and meet deadlines in a timely manner
• Attention to detail with good organizational skills and emphasis on accuracy and quality, even with high volume of repetitive tasks
• Ability to handle sensitive and/or confidential documents and information
• Ability to make decisions that conform to business needs and policy
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
• Good written and verbal communication skills, including professional telephone and email etiquette
• Must be self-motivated with positive can-do attitude
• Proven customer service skills are required to create, maintain and enhance customer relationships
• Must be able to interact effectively with multi-functional and diverse backgrounds

Working conditions

• Position operates at sites with maximum of 24/7 operations.<