Barnes & Thornburg LLP
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Chicago
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Records Supervisor  

SUMMARY: Records information supervisor is responsible for supervising day-to-day operations of the Records Management Department for the Chicago office. Responsible for maintenance and disposition of client records both hard copy and electronic.


ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Manages the organization and maintenance of records and information in paper and electronic formats to ensure effective retrieval and easy access to the information.
2. Oversees the retention of the inactive records to meet administrative, fiscal and legal requirements by either destroying, imaging or transferring information to archival storage after receiving approval from attorneys.
3. Coordinates workflow and assesses priorities for records management staff, including assigning responsibility for special projects, arranging for adequate coverage for all areas when staff are absent; assessing need for overtime; training and assigning work to interns and other temporary staff.
4. Ensures quality control through thorough proofing and editing of records management department work product.
5. Facilitates miscellaneous services to clients, including new employee orientation; lawyer arrivals and departures; transfer of files to clients, co-counsel and other outside related parties.
6. Supervises records staff:
       a. Participates in recruiting and training new records management personnel.
       b. Conducts or provides input to annual performance evaluations.
       c. Monitors attendance.
       d. Provides feedback to staff relating to performance.
       e. Recommends disciplinary action when appropriate.
7. Works closely with department management on developing and implementing records management policies and procedures; enhancing user services and relationships; assessing equipment, supply and space requirements; risk management; ethical wall management; inactive records storage management; implementing records retention/destruction program; and automation enhancements.
8. Reports regularly to the Director of Office Operations on team goals, objectives, projects and accomplishments.
9. Reviews and approves all invoices for record storage and document shredding.
10.Ensures timely response to information inquiries.
11.Redirects mail.
12.All other jobs and duties assigned.


KNOWLEDGE SKILLS AND ABILITIES REQUIRED:
1. High school diploma required; Bachelor’s degree preferred.
2. 3 years experience in the Legal Field and/or Records Management.
3. Prior law firm supervisory/management experience preferred.
4. Strong computer and database skills, previous experience utilizing legal-specific automated records management system preferred; proficiency in computer data base skills including Word, Excel, iManage and Outlook and have experience in records management software.
5. Ability to identify and analyze issues and problems in records management, and to recommend and implement solutions.
6. Strong initiative required; ability to work independently with minimal direct supervision.
7. Interpersonal skills necessary in order to communicate in person, by e-mail and telephone with a diverse group of attorneys, staff and vendors to provide information with courtesy and tact.
8. Excellent organizational, interpersonal and communication (both oral and written) skills required.
9. Ability to routinely work with standard file boxes weighing up to 40 pounds.


EEO

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