Job description

Canon Business Process Services, Inc. has an immediate opening for a Records Manager at a law firm in New York, NY! Must have at least 4-5 years supervisory experience with in a professional setting preferably in records management. Law or Insurance firms experience a plus.

RESPONSIBILITIES:

Under general direction, the position is responsible for the highest quality of records management on a global scale through service, training, communication, meetings, and delegation to Records Leaders and Team Members. Responsible for implementing efficient processes for easy retrieval and proper disposal of recorded information, project managing the migration to a new records management system, maintaining, and navigating the records management system on an administrative level, running, and maintaining record management reporting, managing the records management staff as well as delivering the highest customer service for clients at the identified site(s).

• Act as system records administrator for the firm’s choice of records management technology that manages both physical and electronic records and ensures technology is kept up to date and upgraded as necessary
• Manage any issues that arise promptly and liaise with firm management, IT team, stakeholders, and outside vendors
• Manage permissions, reporting, configuration, and all aspects of the technology from business point of view.
• Keep firm management apprised of any updates, communications that may need to be sent
• Be the main point of contact for any questions related to the system that may need to be implemented
• Work on future enhancements to meet business needs
• Manage on-site and off-site components of the Records program. Creating and maintaining database for the control and retrieval of information. Evaluating existing policies and developing remedies for problems and cost-saving solutions
• Undertake audits of records created and stored within the organization. Develop programs for the distribution, retrieval and storage of records, including new information technologies into the organization and client. Ensure records are disposed or archived according to corporate policy or client policy
• Implement and formulate procedures, rules, and information management policies and procedures. Ensure all aspects of record keeping adhere to relevant corporate policy or client policy and according to federal, state and local regulations including requirements of Sarbanes-Oxley Act HIPAA Privacy, etc.
• · Assist in developing and maintaining disaster recovery plans to ensure that the organization or client has access to necessary information controlled by CBPS, to continue functioning in the event of a major disaster
• Ensure quality control metrics on daily work performed and measures against goals. Analyze and compile monthly statistical reporting metrics on records and information management
• Provide assistance to users in controlling costs associated with information creation, storage and retrieval
• Manage staff by selecting and recruiting; developing and mentoring staff; handling corrective actions; evaluating performance; providing training and development opportunities; coaching and counseling staff. Have solution-based interactions with all CBPS Team Members and clients
• Ensure all Records Team Members receive proper training, coaching and development to have the following skill set:
• Research, gather, arrange, compile, interpret, summarize & evaluate complex & intangible data
• Proficiency in automated Records management systems (ex: LegalKey, AccuTrac, FileTrail, etc.) as well as filing systems (ex: redweld, etc.) and any new Records management systems the client releases
• Proficiency in automated document management systems (ex: NetDocs, iManage, etc.…) and any new automated DMS the client utilizes
• Consult with clients to design and implement records management and information governance programs, best practices, retention policies, and innovative ideas. Deliver training to client staff as necessary
• Design, document, and implement records management and information governance best practices and programs through professional written and oral presentations (i.e. PowerPoint, Excel, Zoom, etc.) capable of preparing presentations for trade shows, and authorizing articles for industry related trade publications
• Sets and continually manages project expectations with team members and stakeholders.
• Identifies, manages, and resolves routine and critical project issues inside and out of the team
• Plans and schedules project timelines and milestones, provides communications and progress reports regarding all aspects of the project, including changes and improvements, by using appropriate project management tools.
• 4 year college degree preferred
• 4-5 years supervisory in a professional setting preferably in records management. Law or Insurance firms experience a plus
• Proficiency in automated records and document management systems (ex: LegalKey, AccuTrac, FileTrail, netDocs, iManage etc.) as well as filing systems (ex: redweld, etc.)
• Must possess ability to multi-task, stay organized in fast-paced environment, and work under strict time deadlines

What We Offer:

• Competitive pay & benefits!
• Comprehensive training and development programs that prepare employees to advance from within.
• A company focused on creating a positive work and client environment.
• Employee discounts on entertainment, products, and services nationwide!

Job Type: Full-time

Pay: $100,000.00 - $113,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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