About the Role
Under the direction of the Information Governance and Records (IGR) Practice Support Manager, the IGR Specialist supports the firm’s information governance and records management program by helping lawyers and business professionals manage physical and electronic information accurately, securely, and in accordance with firm policies. The role provides direct service, training, records coordination, compliance support, and operational follow-through across assigned offices, working closely with IGR leadership, departmental colleagues, allied business teams, practice group contacts and vendors to deliver responsive, consistent, and high-quality support.
What You Will Be Doing
- Supports lawyers and business professionals with information governance, records management, and practice support needs, including onboarding, training, service requests, and day-to-day guidance on firm systems and procedures.
- Identifies, classifies, audits, maintains, retrieves, circulates, digitizes, and updates physical and electronic records to ensure accuracy, completeness, confidentiality, and compliance with firm policies.
- Coordinates file circulation, database updates, retention notations, global moves, past-due follow-up, reporting, and other records administration activities in accordance with established procedures and service levels.
- Facilitates off-boarding and matter close-out activities by supporting retention, transfer, disposition, compliance review, and related coordination for departing personnel, clients, and assigned matters.
- Maintains onsite secured storage spaces and workspaces managed by IGR, and completes assigned projects such as destruction, file clearance and cleanup, transfers, audits, inventories, office move support, and file space allocations.
- Provides guidance and training to practice group personnel on email filing, document filing, records procedures, and use of the firm’s enterprise records and document management systems.
- Collaborates with IGR leadership, department colleagues, allied business units, vendors, and internal clients to deliver responsive, professional, and high-quality service.
- Escalates outstanding requests, policy questions, work allocation issues, scheduling matters, and other operational concerns to the IGR Manager as appropriate.
- Supports firmwide client service initiatives and assumes additional responsibilities or project-related work as assigned.
- Travels twice monthly to the San Francisco office and periodically to the Los Angeles and Denver offices; works a hybrid schedule of four days in office and one day remote.
- Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented (“can-do”) approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.
- Required Skills
What You Will Bring to This Position
- Strong interpersonal and customer service skills and ability to communicate clearly and effectively, required to work effectively with vendors, and people at all levels at the firm. Must be able to work independently and as part of a team.
- Maintain confidentiality, exercise sound judgment, and be respectful of others’ time
- Highly organized with a talent for documenting and providing clear visibility into work activities and priorities; ability to work effectively with general supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressure.
- Keen analytical, troubleshooting, and problem-solving skills, including the ability to compile, review, and determine logical conclusions or recommendations based on data and information
- Willing and able to take initiative and show ownership of assignments and projects.
- Ability to train and guide others performing closely related or allied work, and to conduct one-on-one and standup training and facilitation.
- Promptly respond to service requests with a heightened sense of urgency in high-pressure circumstances
- Available to work before or after normal working hours as necessary in order to meet the demands of the job and needs of the firm.
- Ability and willingness to lift up to 50 pounds.
- Remains open to technological change as generative AI becomes more integrated into the firm’s practice, actively develop comfort with new tools, and adapt how work is performed to support efficiency and innovation.
Required Experience
- Three years’ or more experience related to the duties or skills described herein.
- Legal or corporate records/information management environment experience highly desired.
- Demonstrated experience with document and records management systems is a must; preferably iManage Work and iManage Records Manager
- Comprehensive computer literacy using applications such as electronic document and records management systems (iManage Work, iRM), MS O365 applications (Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint), and vendor platforms (e.g. Iron Mountain Connect)
Education
- Bachelor’s degree, strongly recommended, or considerable experience in a legal environment.
- Master’s degree in information science or related field, preferred.
- IGP (Information Governance Professional) or similar certification, preferred.
How to apply.
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