Assistant Records Manager

3 weeks ago


Montréal, Canada Groom & Associes Full time

**Location**: Montreal

**Type of Employment**: Contract - 18 months (potential for Permanent)

**Salary**: Competitive

Position Overview

About the Company
The company is a global law firm. They provide the world’s preeminent corporations and financial institutions with a full business law service. They have more than 3800 lawyers and other legal staff based in more than 50 cities across Europe, the United States, Canada, Latin America, Asia, Australia, Africa, the Middle East and Central Asia.

**Responsibilities & Duties**:

- Play an integral role in the design, implementation and roll-out of a new records management process.
- Advise and assist lawyers and assistants to cull physical materials that exist electronically, to manage their electronic client files to reduce duplication and ensure correct information is retained.
- Advise and assist both legal and non-legal staff in coordinating the life cycle of records in their original electronic format and digitizing physical records into the document management system, thus creating a complete electronic matter file.
- Providing expertise and guidance to lawyers and legal assistants across a range of records and information management related matters and assisting in records compliance activities.
- Working with records staff and legal assistants with the cleanup and migration of physical files in preparation for office moves.
- Work closely and collaboratively with Office Services teams to meet our digitization goals a across the platform.
- Assist the Records Manager by working with the various Records Clerks across the platform to ensure that national office records objectives, including service levels, are being met.
- Work with the Records Manager to ensure that file closing, file retention, and file destruction processes for efficiencies and to ensure in line with best practices and with requirements of provincial Law Societies.
- Monitor performance and risks of records management processes to ensure compliance with all regulatory requirements, relevant guidelines and rules, and industry best practice.
- Work with the Firm’s Learning team to ensure that all new joiners are trained on the Firm’s information governance policies and procedures.
- Supervise and train assigned staff to ensure data entry, search requests, retrievals and circulation of client matter files are completed correctly and handled in a timely manner.
- Provide guidance as requested to assigned staff and legal assistants on access to systems, policies and procedures, and record requirements.

Experience Requires
- University bachelor’s degree and / or community college diploma in Information Management, Information Science, Library Science or other related field
- Minimum of five (5) years of relevant working experience within a legal or other professional services setting.
- Familiarity with the advance functions of iManage and iGovern.
- Previous experience in managing a digital transformation across a multiple sites and geographies is preferred but not necessary.
- Ability to provide clear instructions or advice and persuasively communicate processes and policies.
- Holds self and others accountable for performance, takes ownership and champions the quality delivery of service.
- Strong influencing skills to gain early buy-in to new ways of doing things and enthusiasm for ideas and future plans.
- Self-sufficient and works well under pressure to manage and meet multiple deadlines, with a flexible attitude and professional approach.
- Ability to plan, organize and coordinate the work of others and to develop and implement processes and procedures to obtain maximum efficiency, prioritizing tasks in a

fast-paced and time-sensitive environment.
- Proactively identifying problem areas, devising solutions and communicating them to team members and internal clients.
- Demonstrates accuracy and thoroughness; strong attention to detail; results driven; looks for ways to improve and promote quality.

Diversity and Inclusion
The company values differences and promotes a culture of respect for each individual. They encourage workforce diversity in all aspects and at all levels and in doing so create an environment where everyone can realize their full potential and career ambitions on the basis of merit and skill.



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