Legal Records Coordinator

Calfee, Halter & Griswold LLP (Calfee), a full-service corporate law firm with offices in Cleveland, Columbus, Cincinnati, Indianapolis, and Washington, D.C. has an opportunity for a legal records coordinator to join its Cleveland office.

The legal records coordinator is responsible for the firm’s new client intake process and provides records management (RM) services to the Estate Planning and Administration practice group. This position ensures the coordination of offsite file storage for confidential files and maintains the integrity of the RM database according to established policies and procedures. Maintaining strict confidentiality of client and firm matters is essential to this role, in addition to working effectively with all levels of firm personnel.

Responsibilities:

• Responsible for the new client intake process, which includes reviewing request forms, performing conflict searches, producing conflicts reports, facilitating approval routing, and finalizing setup processes.
• Monitors and updates the conflicts database.
• Provides various client reports to practice areas and administrative staff as requested.
• Facilitates the process of organizing and maintaining Estate Planning and Administration documents, including creating matters in RM database and organizing the physical documents in the firm’s secure file rooms.
• Organizes and prepares Estate Planning and Administration files for offsite storage.
• Assists with transferring of Estate Planning and Administration client files internally and externally.
• Processes administrative departments’ materials and files for offsite storage.
• Creates, organizes, and maintains routine files as necessary.
• Performs daily departmental tasks, which include answering phones, processing file requests from staff and attorneys, and responding to other requests for information.
• Communicates with attorneys and administrative support staff regarding status updates and records requests.
• Performs other duties as necessary to support the Records department.

Qualifications:

• High school diploma required.
• 3-5 years of related experience in a professional service or legal environment preferred.
• Experience working with a document management system preferred.
• Experience utilizing specific legal, automated records management or conflicts system preferred. 
• Proficient in Microsoft Office Suite (Word, Excel and Outlook).
• Possess a strong initiative and ability to work independently and proactively, as well as part of a team.
• Exceptional attention to detail.
• Effective oral and written communication skills, including the ability to interact effectively with firm personnel at all levels and with a high degree of professionalism.
• Possess a high degree of organization, flexibility, and reliability to set priorities, and manage multiple responsibilities to ensure deadlines are met.
• Ability to acquire new skills as technology advances and as the firm requires.
• Ability to lift 40 pounds.

We offer a competitive compensation and benefits program and an excellent work environment. We are an Equal Opportunity Employer.