Records Management Analyst and Office Services
2 weeks ago
Edmonton, AB, CA- Jun 30, 2023Dentons is designed to be different. Our firm leads the way in a rapidly changing legal marketplace. We challenge the status quo and deliver consistent results as well as uncompromising quality and value to our clients. Our global presence is renowned with over 20,000 individuals in more than 200 offices across 82 countries.
Dentons Canada is committed to its people and communities. We are consistently recognized as an employer of choice having received numerous awards including being selected as one of Canada’s Top 100 Employers (2023); Canada’s Top Employers for Young People (2023); Alberta Top 75 Employers (2023), Canada’s Best Diversity Employers (2023); Mansfield Rule 4.0+ Certification; Chambers Diversity & Inclusion Awards, North America 2021; and Canada Law Awards for Pro Bono Initiative of the Year 2021.
This role is an opportunity for you to join the world’s largest law firm, a firm that offers opportunities to build your career while growing your skills and deepening your expertise.
***
Dentons is seeking an experienced and self-motivated individual to join the firm as Records Management (RM) Analyst and Office Services Supervisor to join our **Edmonton office. **This newly created role is a hands-on position in a fast-paced and challenging environment that requires an experienced and confident person with excellent client service, communication and organizational skills.
Reporting to the Director of Finance and Operations, the RM Analyst will advise and assist with the organization, maintenance, retention and disposal of physical and electronic records in accordance with the Firm’s RM policies and procedures. As Office Services Supervisor will manage a skilled team that supports the Edmonton office for preparation of printing and scanning of electronic files as well as mail and courier activities. The RM Analyst will liaise with various departments and stakeholders to maintain Dentons’ records retention policies, and assist in developing and controlling processes and procedures related to archiving, retention and destruction. This position will also develop and provide training to staff on records-related tasks and processes.
**RESPONSBILITIES**
In the role of **RM Analyst **perform a wide variety of specialized duties relating to the organization and management of physical and electronic records. Key responsibilities include:
- Overseeing processes for file storage, retention, digitization and destruction for both physical and electronic files meeting local office objectives and requirements, and in accordance with Firm policies and procedures;
- Working collaboratively with the National RM Specialist and the Director of Information and Research Services to promote a “one team” approach to records management policies and procedures;
- Providing advice and assistance to lawyers and legal assistants regarding culling physical documents that exist electronically, reducing duplication and ensuring correct information is retained;
- Scanning and saving electronic files according to Firm policies and procedures;
- Providing guidance and assistance relating to file transfers for lateral hires and departures;
- Developing best practices relating to file closing, retention and destruction, and reviewing current workflow and processes for efficiencies;
- Providing basic RM training to new legal assistants;
- Proactively managing and resolving any RM issues by answering inquiries from staff and legal assistants;
- Developing and maintaining strong relationships with RM vendors;
- Managing RM-related costs and invoices;
In the role as **Office Services Supervisor** manage a skilled team of professionals to maintain service levels that support the Edmonton office service needs. Key responsibilities include:
- Workflow and work volume balancing within the team, including shift scheduling and any leave approvals;
- On-boarding management, and cross-training, for any new team members;
- Working collaboratively with Edmonton operations team and Director of Finance and Operations for policy and procedures for office services including service level expectations;
- Accountable for all custom printing, including but not limited to Firm business cards, letterhead, folders, envelopes, as well as rubber stamps and lawyer seals.
- Assisting the Director of Finance and Operations to manage office services contracts, including all copiers in the office, cerlox machines, Canada Post machine and service;
- Manage any mail forwarding notifications for Firm historical addresses to current.
**QUALIFICATIONS**
- Degree in Information Science / Records Management (MLIS/MI) or equivalent is required.
- 3-5 years of relevant work experience within a law firm or other professional services setting.
- Excellent verbal and written communication skills, and ability to provide clear instructions or advice and persuasively communicate processes and policies;
- Ability to take ow
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