Records Specialist

Birch, Stewart, Kolasch & Birch, LLP, an intellectual property law firm located in Northern Virginia, has an opportunity for a Records Specialist. Candidates must have sufficient knowledge of records, records terminology and familiarity with basic Records Management best practices. Responsibilities include adhering to Firm confidentiality standards including but not limited to: attorney-client correspondence and communications. Assisting with departmental records-related projects, including but limited to destruction purges, file relocations, barcode scanning, scanning and saving images into electronic databases, and special file-related projects for attorneys, legal assistants, or other departments.

Performs accurate data entry of file information into the Records Management Database, including status and location updates. Uses portable barcode scanners to scan file barcodes in order to conduct file location inventories and audits. Performs file-related research in Patricia, CPi and Elite. Maintains and enforces the Firm’s retention policies, both physical and electronic. Performs complex filing. Interfaces with outside records storage vendor in order to conduct research, request reports and place file transport orders (retrievals and pick-ups).

Handles  Transfer-Out case file, including deactivation of existing barcodes on physical file jackets, close out the physical and electronic case records under the file retention policy and ship all related case material to the new firm post audit from Special Projects Department. Adhere to the internal timetable for handling and clearing the department dockets, including the OPP1 (file requests) and OPP2 (destruction) reports. Follows established standards of departmental timely and accurate turnaround for File Room functions. Excellent written and verbal communication skills. Communicate with timekeepers and staff in a positive, productive manner in order to meet the needs of the Firm. The Records Specialist works closely with the Operations Supervisor and Manager to identify procedural strengths and weaknesses with the Operations Department and assist in the development and evaluation of departmental work processes.

Qualified candidates should forward their resume and salary requirements via FAX to 703-645-3896 or via email to HR. EOE