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Specialist, Records

4 months ago

Old Toronto, Canada Goodmans LLP Full time

Goodmans LLP is internationally recognized as one of Canada’s leading and most innovative law firms. We offer market leading expertise in M&A, corporate, securities and finance, private equity, real estate, tax, restructuring, litigation and other business-related specialties.

What makes Goodmans a great place to work? Knowing you are part of a team that will ensure you feel valued, connected and supported. We are committed to fostering a dynamic and engaging culture that values diversity, equity and inclusion. If you are looking for a challenging and rewarding opportunity, then this is the place for you. Join us and put yourself in good company

We are looking for a full-time Specialist, Records & Information Management. As a key member of the Knowledge Management, Records Management & Conflicts team, you will be reporting to the Associate General Counsel. In this role, you will be responsible for managing the Firm’s historical records and providing records management expertise to support the Firm in managing its electronic and physical records.

Scope of Responsibilities:

  • Manage our historical records in both hardcopy and electronic format, including prepare and process files and boxes for offsite storage or destruction in accordance with firm policies and procedures
  • Maintain our records databases to ensure they are accurate and up-to-date
  • Research Estates matters and oversee the management of the Estates Vault
  • Oversee regular audits and review of firm data, information and records in accordance with internal and Law Society policies, standards and best practices
  • Reconcile and process monthly invoices, and prepare the annual offsite storage budget
  • Maintain statistics on offsite storage usage, and prepare reports to senior management.
  • Audit and manage the location of information and records throughout the law firm’s premises
  • Maintain statistics on offsite storage usage, and prepare reports to senior management
  • Assist with data, information, records and conflict issues relating to new or departing lawyers, including the transfer of files to other law firms or clients
  • Train other firm members on our data, information and records management policies and procedures
  • Assist with analyzing data, information, records, procedures and/or workflows by practice area
  • Document all workflows, processes and procedures relating to information management and records management
  • Develop expertise on the following internal and cloud-based platforms: 3E, WorkFlow, MinuteBox, Closing Folders, NetDocs DM (document management), Interaction and Emergent
  • Respond to information and records related queries or requests from firm members
  • Support team members with key tasks, including but not limited to carrying out conflict searches and opening files, assisting legal professionals with “know your client” rules, and creating record books
  • Provide assistance to others during absences as needed
  • Other duties as assigned

Requirements:

  • A college diploma or equivalency
  • A designation is not required
  • 3-5 years of relevant experience within a professional services environment
  • Advanced proficiency in MS Office applications including Word, Outlook, Excel, PowerPoint, Teams and Adobe
  • Proficiency in role-specific software, including document management systems (such as NetDocs) and databases (such as Elite 3E)
  • Discretion, confidentiality and attention to detail are essential
  • A team player who takes initiative and works well independently
  • Excellent written & verbal communication skills
  • Demonstrates excellent client service and ability to anticipate client needs

We Offer:

  • A comprehensive benefits package, including: health and dental benefits; vision care; employee assistance program; life insurance; short and long-term disability; extended mental health benefits; a fitness allowance; and RSP matching program
  • Competitive compensation and vacation package
  • Continuing professional development opportunities
  • Various social events and wellness activities throughout the year
  • Business casual dress code
  • A short walk from Union subway station and accessible from the path

Goodmans LLP is committed to cultivating a diverse and inclusive workplace that reflects different abilities, backgrounds, beliefs, experiences, identities and perspectives. Goodmans LLP invites applications from all qualified candidates. For applicants with disabilities requiring accommodation at any point in the recruitment process, please contact HR@goodmans.ca.

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