Careers San Diego

Records Information Manager – San Diego

Elevate your career to a higher grade at Klinedinst PC. Klinedinst is seeking a driven, enthusiastic and focused Records Information Manager to join our growing company. This position has the flexibility to be based in any of our three Southern California offices. Candidates for Records Information Manager will be a vital asset to the firm, working in concert with team members in all five offices in support of the firm’s cloud/electronic records and paperless policies.

This role will work on some of the latest applications of technology to manage records and cases at Klinedinst. Candidates will be involved directly with team members to train staff, supervise, and verify compliance of all firm records. Also, the Records Information Manager defines records and solves workflow problems while determining solution requirements.

As Records Information Manager, you’ll be responsible for ensuring that protocols are met, as well as communicating results, verifying electronic records, and more related tasks. If you are passionate to work on management of data that can be enhanced using technology, you should join our growing team.

iMANAGE RECORDS MANAGEMENT RESPONSIBILITITES

  • Coordinate, train and follow through quarterly or as needed all records and paperless workflow staff.
  • Review Records Manual and protocols for all locations and update it as needed.
  • Verify accuracy of material to be filed in iManage Electronic Records and Classify material when classification is not readily discernible.
  • Coordinate the receipt of and delivery to legal files (boxes, discs, media) between KPC locations. Periodically review the written procedure for this process.
  • Provide customer service to firm team members and to clients, to search for and investigate information contained in files. Deliver and pick up files within the office upon request.
  • Prepare files for closing and long term storage. Review on-line form and procedure as needed to update.
  • Maintain records of closed files for storage and retrieval.
  • Run inventory reports for destruction for all KPC offsite storage on a quarterly basis.
  • Assist in updating Records Retention policy as requested.
  • Participate in the interview process for Records.
  • Oversee the management of electronic and/or paper-based information that will be saved in the IRM per the IRP.
  • Establish retention and disposal schedules for documents.
  • Advise on new records management policies, providing a framework to guide staff in the management of their records and use of the IRM.
  • Standardize information sources throughout the firm in relation to records retention.
  • Manage the changeover from paper to electronic records.
  • Respond to information enquiries.
  • Help users get access to records.
  • Field questions on records locations in IRM database.
  • Ensure compliance with relevant legislation and regulations
  • Ensure compliance with paperless workflows

SUPERVISORY RESPONSIBILITIES

  • Assist in the interviewing and selection process of records team members across all KPC Offices.
  • Orient and train new records team members in other locations.
  • Conduct records team meetings.
  • Participate with the Facilities Manager, in the orientation and initial training of records team members.
  • The Records Supervisor must be an excellent communicator with the manager he/she reports to, the Management Team and their team members, any and all executive management and co-workers.
  • The Records manager must attend an annual wage and hour seminar to keep current on wage and hour laws applicable to supervisory other team members.
  • The Records Supervisor must attend the mandatory two-hour sexual harassment training for supervisors and managers.

COMMUNICATION

Meet regularly with the Facilities Manager to discuss maintenance of non-electronic case information. Conduct Records team meetings, conduct orientation and training of records team members to coordinate work flow management, brainstorm solutions to challenges and review activities and expenditures. Communicate with the Operations Managers of the other locations to ensure procedures and policies are consistent and that the Records Procedure Manual is updated and applicable to each location.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty with initiative, enthusiasm, dedication and attention to detail. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

College degree preferred; or equivalent combination of education and experience. Some experience leading teams through projects. Type 50+ wpm. The ability to recognize and understand the legal context of a wide variety of legal documents in order to ensure fast, accurate filing and retrieval will be expected within the first 30 days of employment. Excellent verbal communication and customer service skills.

LANGUAGE SKILLS

The ability to read and comprehend simple instructions, short correspondence, and memorandums. The ability to compose and write simple correspondence. The ability to effectively present information and train others in a one-on-one environment and in small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS

The ability to add and subtract two digit numbers and to multiply and divide with 10s and 100s. The ability to perform these operations using units of time, American money and weight measurement, volume, and distance.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

CERTIFICATES, LICENSES, REGISTRATIONS

None required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to handle and sort file records. The employee frequently is required to stand, walk, sit, reach with hands and arms and talk and hear. Specific vision abilities required by this job include close vision. The employee must occasionally lift and/or move up to 20 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is moderately quiet.

If this position speaks to you, and you are interested in working for a team-oriented professional-services firm dedicated to the personal growth of its employees, we want to hear from you. Please submit your resume today to resumes@klinedinstlaw.com. Recruiters need not apply.

Additional Information

At Klinedinst, we believe in a fun, yet professional and friendly culture with focus on both the individual and the team. Members of the Klinedinst team have proficiency with Microsoft Office, Interwoven, and a variety of other software packages. In addition, we have a competitive salary and benefit package, including:

  • Multiple Medical and Dental Insurance Options
    • Health Savings Account with employer contribution for those who elect an eligible medical plan
  • Employer sponsored Life Insurance with a voluntary buy up option
  • Employer sponsored Long Term Disability Insurance with a voluntary buy up option
  • Medical and Dependent Care Flexible Spending Accounts (125 Cafeteria Plan)
  • 401(k) Plan
  • Vision Reimbursement Plan*
  • Employer paid parking or transportation reimbursement*
  • Employee Assistance Program (EAP)
  • Health Advocate
  • Training and career development including MCLE, membership dues for professional associations and approved seminar related expenses
  • Mobile phone reimbursement*
  • Discounts on a variety of merchandise and services including Dell Computers, Financial Services, and Verizon and AT&T wireless services
  • Employer sponsored social events

* Benefit levels may be capped and/or based on our internal policy and employee classification

Due to the high volume of applications, only applicants to be interviewed will be contacted. Recruiters and other third parties need not apply.

KLINEDINST PC is an Equal Employment Opportunity Employer, and we will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.