Records Manager

Greenberg Traurig, a global law firm, currently has an excellent full-time employment opportunity for a Records Manager in the Records Management Department of our Chicago office. We offer competitive compensation and an excellent benefits package.

Position Summary:

The Records Manager is responsible for all aspects of records management and processes, including electronic and physical file maintenance in one or more offices. This position requires the individual to be a subject matter expert in Records Operations and to actively assist with and oversee the records team’s daily work activities.

The Records Manager is required to work on-site full time (five days per week). Some travel may be required.

Duties & Responsibilities:

• Demonstrates solid knowledge of RIM policies and procedures, data privacy issues (HIPAA), and electronic data management

• Manages all aspects of onsite and offsite file management including:

  • Label review, validation, printing, and provision

  • Location tracking

  • Onsite and offsite collection audits

  • Processing collections for transfers for departing attorneys and clients

• Ensures compliance with Legal Holds and Ethical Walls, including:

  • Ensures access controls for files under Ethical Wall

  • Ensures integrity of files under Legal Hold while in circulation

• Records Team Management including:

  • Creates and tracks work assignments, providing direction as necessary

  • Conducts performance management, coaching, and staff development and training

• Manages and champions local office electronic transformation

• Provides secretarial and staff training

• Conducts welcome and orientation meetings with new lawyers

• Creates process and rigor around meetings and project planning to ensure the most effective results out of team meetings

• Presents on projects and initiatives in group meetings

• Appears on camera for meetings with co-workers or external parties via video chat

Skills & Competencies:

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively

• Analytical with strong problem-solving skills, takes initiative and uses good judgment, excellent follow-up skills

• Ability to work under pressure to meet strict deadlines, adapt to a fast-paced, high pressure environment to achieve business goals and objectives

• Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation, including active listening and ability to convey information clearly

• Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented

• Recognize confidential, sensitive, and proprietary information and maintain confidentiality

• Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team

Qualifications & Prior Experience:

• Bachelor’s Degree or equivalent experience is preferred

• 3+ years of Records Management or related experience

• 1 to 3 years supervisory experience required, preferably in a law firm or other professional services firm

• Strong technical skills required, experience with records management databases such as iManage Records or FileTrail preferred

Greenberg Traurig is committed to diversity and inclusion in the workplace. Individuals seeking employment at Greenberg Traurig are considered without regards to race, color, religion, sex, sexual orientation, gender identification, national origin, age, marital status, ancestry, disability, veteran status, or genetic information, among other protected bases.

Exemplifying our commitment to promoting inclusion and equity across our platform, the firm participates in the Mansfield Rule Certification Program (Mansfield). Mansfield, which is facilitated by The Diversity Lab, focuses on equal opportunity, fairness, and inclusivity. The Mansfield requirements are anchored in the consideration of expanded talent pools considered for select positions and open roles within the law firm and the implementation of and access to transparent processes. Utilizing the Mansfield framework, the firm’s progress and outcomes are measured and documented through Mansfield Certification Plus Metrics. In 2023, GT achieved Mansfield 6.0 Certification Plus. We are excited about our ongoing participation in Mansfield given the program’s alignment with the firm’s commitment to opportunities for advancement that are inclusive for everyone. Providing your data during the application process helps us with achieving our goals and with meeting reporting/record-keeping obligations under federal and state law and other legal requirements. Providing your data is entirely voluntary and will not be considered in the hiring process or thereafter. Any information that you do provide will be treated confidentially.