Description
ABOUT BAKER BOTTS
Baker Botts is a leading international law firm recognized for its deep understanding of the industries it serves. With offices across major global markets, the firm delivers sophisticated legal services while cultivating a collaborative, inclusive culture where both attorneys and professional staff contribute to client success and organizational excellence.
ABOUT THE ROLE
The Information Governance (IG) Specialist position receives direct supervision from the regional IG manager. The position works as a member of the IG team and is responsible for ensuring the accurate and timely collection and transfer of data, ensuring the creation, maintenance, circulation/tracking and disposition of client/matter files utilizing the Firm’s automated records management system (RM system) and document management system (DM system); maintaining physical records centers; providing basic functional support to end users of the RM and DM systems; and working on special departmental projects as assigned by the manager. This is a full-time, non-exempt position resident in our Houston office with excellent benefits.
WHAT YOU'LL DO
The following functions and responsibilities represent the core of the IG Specialist position. Specific responsibilities under each area may vary slightly between offices. All tasks are performed in accordance to established Firm procedures or at the direction of the firmwide records manager, office, or regional manager of records services.
Primary Responsibilities
Management of Electronic and Physical File Content
- Assists with storage, end user retrieval, scanning and retention of electronic client matter data.
Processes incoming electronic file materials by incorporating materials into existing electronic workspaces or by creating new electronic folders and subfolders to accommodate new data. - Assists with import and export of electronic client data.
- Monitors e-mail traffic for matter notifications.
- Manages physical client/matter files and maintains high quality, accurate physical file organization in file rooms, work rooms, and lawyer or staff offices.
- Prepares closed matter files for shipment to offsite storage facility and recalls and returns boxes from offsite storage facility as requested.
Disposition of Client/Matter Files
- Processes files for specified matters to transfer to client or other law firms; sets dispositions in the RM system for all transferring folders.
- Assists with review of client matter files in preparation for deletion and destruction pursuant to the Firm retention and destruction policy and sets disposition in the RM and DM systems.
RM and DM System Support
- Answers queries from lawyers and staff and provides guidance regarding use of the RM and DM systems, including file categorization and organization, requesting the creation of new files, requesting to check-out files, searching the RM system, and saving emails and electronic documents to the RM system.
- Answers technical questions escalated from IT and reports on system errors to the regional IG manager.
Administrative Support
- Orders records supplies when needed.
- Assists with off-site storage and document shredding vendor relationships.
Other Duties & Responsibilities
- Works independently with oversight from the manager, takes responsibility for special projects as assigned by the manager.
- Assist other members of the RIG staff with overflow work as directed by the regional RIG manager.
WHAT YOU'LL BRING
Required
- Associate degree or higher.
- Minimum of three (3) years’ work experience in information governance or records management.
- Experience using Microsoft Office applications.
- Advanced computer and software application skills.
- Ability to work effectively with a wide range of individuals.
- Strong written and verbal communication skills.
- Strong detail orientation.
- Ability to organize and maintain electronic and physical files.
- Ability to organize and prioritize numerous tasks, adjust to changing priorities, and complete tasks under time constraints.
Preferred - Experience using iManage Work 10 and iRM.
- Experience using CAM and Power Desktop.
- Experience with database applications.
- Experience working in a law firm or corporate legal environment.
HOW YOU'LL WORK
Extent of Contact
Internal:
- Position involves a high degree of contact with secretaries, paralegals and attorneys.
- Position involves a moderate-to-high degree of contact with internal administrative departments.
External: - Position involves a low degree of contact with vendor representatives (e.g., offsite storage facility contacts).
Physical Requirements
- Must be able to lift boxes of files weighing approximately 35 pounds.
- Must be able to retrieve and replace objects from shelves up to 7 feet high.
- Must be able to push or pull a loaded book dolly or cart on carpeted or uncarpeted flooring without assistance.
- Must be able to sit, concentrate and work at a computer for long periods of time.
Working Conditions and Environment
- Work is normally performed in a standard office environment but may, on occasion, involve moderate exposure to dust, dirt and/or extreme temperature.
- Position is full-time and requires a five-day workweek and standard hours as outlined in the firm policy manual. Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm
- This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely
- Periodic travel may be required between the Texas offices.
Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other basis protected by federal, state, or local law.
