Job Description

This is an exciting opportunity to work for one of the top law firms in the U.S.  Davis Wright Tremaine LLP is looking for a customer service focused Records Analyst to join our team. This position is responsible for the maintenance, retention and review of files, preparation and printing of folder labels, and coordination and preparation of sending and retrieving off-site files for our Portland office.  

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion and innovation.

Your contribution includes: 
  • Identifying, locating and retrieving files and boxes from offsite storage or internal storage.
  • Maintaining Portland office central records including, but not limited to, misfiles, shifting and archiving.
  • Managing and assisting secretarial staff with file archiving and sending files to off-site storage as needed.
  • Checking-in and re-shelving folders being returned to Central Records in the Portland office.
  • Processing new folder requests in Portland office including preparing and printing labels for new folder requests; affixing labels to folders (or providing appropriate folders to secretary) with regard to the folder type requested; and circulating and routing new folders and/or labels to the requestor.  
  • Performing periodic electronic scan for the Portland office to update the circulation history in the records database.
  • Coordinating with off-site storage facility to order and review physical files and materials, and prepare for destruction (if appropriate).
  • Tracking and maintaining records of all destroyed files and materials, and provide proper documentation when requested.
  • Validating inventory of inbound and outbound client/matter folder transfers.
  • Ensuring the folder status for all shelved and archived folders for the Portland office are accurately recorded in the records database.
  • Assisting with other administrative tasks; perform other records job responsibilities as assigned and needed.
Join us if you have:
  • 2+ years’ of office experience required.
  • Basic knowledge of legal records retention policies and practices required.
  • Demonstrated ability to use Records Management software or ability to learn quickly.
  • High School graduate or GED equivalent required; college degree preferred.
  • Knowledge of Microsoft Office software and experience working with various records preferred.
  • Ability to handle moderately stressful situations in a calm, composed manner required
  • Attention to detail and quality control required.
  • Customer service, analysis, troubleshooting, problem solving and follow up skills required
  • Time management skills required.
  • Communication skills, both verbal and written, with all levels of a professional services organization, including interpersonal skills required.
  • Management software applications preferred.
Physical Requirements
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit and stoop, kneel, crouch, or crawl. The employee is required to climb or balance.  File room contains large moving file cabinets which will require employee to have the ability to regularly climb a ladder to retrieve or re-shelve files on the top shelves. The employee must regularly lift and/or move up to 15 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Davis Wright Tremaine LLP believes that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. It is Davis Wright Tremaine’s policy to hire, promote, transfer, terminate, and make all employment-related decisions without regard to an employee’s race, color, sex, religion, age, national origin, handicap, sexual orientation, gender identity, or any other basis prohibited by applicable local, state, or federal laws.

This position description intends to describe the general nature and level of work being performed by individuals assigned to this position.  It is not intended to include all duties and responsibilities.
 
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Application Instructions

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