Information Technology (IT), Operations, Records Management
Latham & Watkins, a global law firm consistently ranked among the top firms in the world, is currently seeking a Records Specialist to join our winning team in Chicago. The success of our firm is largely determined by our commitment to hire and develop the very best and brightest, creating a team that provides our clients with the highest quality of work and service. We are driven by our core values: respect, innovation and collaboration.
The Records Specialist will receive a generous total compensation package. Bonuses are awarded in recognition of individual and firm performance. Eligible employees can participate in Latham's comprehensive benefit program including healthcare, life and disability insurance, flexible spending accounts, a 401k plan, and more! In addition, employees receive 10 paid holidays per year, and a PTO program that accrues 23 days during the first year of employment and grows with tenure.
As a Records Specialist at Latham, you will perform the primary functions of the Chicago Records Department, including file management (both physical and electronic), file intake, file releases, destruction requests, data access requests, case room management, and records retention. On a daily basis, along with other members of the Records and Information Governance teams, you will work with legal professionals and staff to ensure compliance with firm policies and procedures regarding the management of electronic and physical files. The Records Specialist may also mentor and train new staff or other firm employees while accomplishing these and other critical functions:
Helping monitor and control the flow of information entering and leaving the firm
Creating new files in response to requests from attorneys and staff in accordance with the firm’s file naming conventions, and tracking file locations via the records management system
Proactively reviewing records management database content, recognizing errors and correcting them
Reviewing and transferring email files to the document management system on request, in accordance with firm policy and global privacy rules
Providing training and technical support to attorneys and staff on the procedures and tools for transferring email to the document management system
Reviewing and preparing electronic and physical files for release outside the firm using the Eclipse document review tool; transferring files outside the firm using approved file sharing tools
Correctly implementing firm procedures for the review, retention and disposition of physical and electronic records
Uploading electronic closing books to the closing books database
Educating attorneys and staff about effective information governance practices, including the firm’s encryption requirements and email management policies
Researching and retrieving requested files using a variety of search tools, including manual and electronic resources
Organizing and classifying large document collections in the Records Center and case rooms
Filing and retrieving physical files in the Records Center and case rooms as needed
Preparing files for offsite storage, maintaining consistency of data between the vendor and firm databases
Assisting departing attorneys and staff with the organization and transfer of their electronic and physical files
Assisting in the orientation process for new hires
Assisting with special local and global projects as requested
As a Records Specialist, you will apply your organizational and communication skills while displaying a positive, high-energy attitude. The successful Records Specialist must have knowledge of records management policies, the ability to follow consistent procedures, excellent attention to detail, and strong communication skills, both written and verbal. The Records Specialist must demonstrate a thorough knowledge of the physical and electronic resources of the department and firm, be able to articulate the role of effective records management in the legal environment, have the ability to perceive and analyze problems, and a capacity to make sound decisions. The Specialist must also have strong organizational and time management skills, and the ability to undertake large, long-term projects, develop alternative methods to complete them, and implement solutions. The successful applicant will have well-developed interpersonal skills, the ability to work in a team environment with a customer service focus, and the ability to handle confidential and sensitive information with the appropriate discretion. The ideal candidate will have knowledge and proficiency in software applications including LegalKEY, MS Office, iManage DeskSite, iManage Records Manager, Eclipse, ImportSite, Kiteworks, ServiceNow, and other programs used by the Records and Technology departments.
Heavy lifting of archive boxes and other materials weighing up to 40 pounds is required. The height of the stacks is usually from five to seven feet and the individual should be able to reach the topmost shelf, with the help of a stool. Ability to operate a hand truck, and carry and organize file folders is also needed.
A Bachelor’s degree is required. Three (3) years of relevant records experience may be considered in lieu of the degree. Three (3) years of related Records, Information Governance or Technology experience is desired, preferably in a law firm. Experience in other law firm positions having significant information management responsibilities may be considered in lieu of directly related Records experience.
Qualified candidates are encouraged to apply by clicking the ‘Apply Now’ link.
Latham & Watkins is an Equal Opportunity Employer. Our commitment to diversity, equal opportunity and sustainability enables Latham & Watkins to draw from a remarkable wealth of talent to create one of the world's leading law firms.
About Latham & Watkins LLP
Founded in 1934, Latham & Watkins is a full-service global law firm with more than 2,000 lawyers in its offices in the world's major financial, business and regulatory centers. The founders of Latham & Watkins instilled an ethic of hard work, commitment and quality that flourishes today and has nurtured the firm's growth into one of the world's premier business law firms. With that growth, we have built internationally recognized practices in a wide spectrum of transactional, corporate, litigation and regulatory areas. Our success is grounded in our devotion to the collaborative process, which reaches across global offices and practices and draws upon our deep subject matter expertise, an abiding commitment to teamwork and a powerful tradition of creative lawyering. Our lawyers, paralegals and professional staff throughout the world comprise a rich mixture of men and women of different races, ethnic backgrounds, sexual orientations, cultures and primary languages. We are strengthened enormously by this diversity, and our commitment to diversity and equal opportunity enables us to draw from a remarkable wealth of talent to recruit and retain the best lawyers and create one of the world's leading law firms.