Job Description

Womble Bond Dickinson (US) LLP seeks a Records Analyst for its Walnut Creek, CA office. The Records Analyst position is responsible for the proper governance and handling of firm records. This person will work closely with WBD attorneys and staff to ensure that firm records are administered in an efficient and accurate manner throughout their lifecycle. This person should possess strong interpersonal skills, excellent oral and written communication skills, and exemplary organizational skills; be detail oriented, be proficient in database type software and Microsoft Office applications, and be service minded.

RESPONSIBILITIES:

• Be familiar with firm policies and procedures be able to follow them accordingly.
• Demonstrate proficiency in firm records management software and hardware.
• Execute file transfers in accordance with the firm’s file transfer policy.
• Check in / check out files from centralized file room and update records system accordingly.
• Perform records and data disposition in accordance with firm retention policy.
• Comply with litigation hold and/or discovery requests, ensuring that all relevant records are preserved and can be produced as requested.
• Have knowledge of offsite storage procedures and schedules.
• Send and receive boxes and/or files to and from offsite storage, ensuring files are packed and indexed in accordance with department policies.
• Process inactive files and send to local offsite storage vendor.
• Be able to locate needed physical records using file-tracking technology.
• Create and distribute customized records reports as needed.
• Audit files and reconcile data as needed.
• Manage file intakes for incoming attorneys.
• Ensure that files approved for destruction are promptly destroyed in a secure and confidential manner.
• Scan paper files to electronic format and file into the firm’s document management system appropriately.
• Travel as required to our Sunnyvale and San Francisco, CA offices, as well as off-site storage facilities; this may include extended periods of on-site work in Sunnyvale or San Francisco for special projects and records-related duties.
• Ability to lift 30lb boxes, perhaps several times a day, and must be able to move up to twelve 30lb boxes at a time utilizing a hand truck.
• Ensure confidential shredding services are executed regularly for their office and help facilitate special shredding projects as needed.
• Complete special projects as delegated by Director and/or Manager.
• Assist attorneys and LPAs during peak times (e.g., scanning, printing, or compiling client materials).
• Support special projects such as organizing backlogged documents, managing incoming materials, and maintaining consistency across systems.

EXPERIENCE:

• High school diploma or equivalent is preferred.
• Minimum of 2-5 years’ experience with records maintenance preferred.
• Excellent interpersonal and communications skills.

Compensation: The estimated salary range for this role for 1-10 years’ experience is $53,000 - $96,000. Starting salary will be determined based on qualifications and experience.