Elevate your career to a higher grade at Klinedinst PC. Klinedinst is seeking a driven, enthusiastic and focused Records Compliance 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 Compliance 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 Compliance Manager defines records and solves workflow problems while determining solution requirements.
As Records Compliance 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
- 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.
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.
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.
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.
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.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
CERTIFICATES, LICENSES, REGISTRATIONS
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.
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 email@example.com. Recruiters need not apply.