Matter Mobility Specialist (Records)

Job Description:

The Matter Mobility Specialist is a records management position coordinating firm-wide records transfer process. Ensures ongoing compliance with firm policy and needs, legal and regulatory requirements, and client requirements. This position reports to the Director, Records Management.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Albany, NY; Boston, MA; Chicago, IL; Long Island, NY; Los Angeles, CA; Manchester, NH; New York City, NY; Providence, RI; Rochester, NY: San Francisco, CA; Washington, DC

Responsibilities:

• Oversee and manage the firm-wide transfer of records, both paper and electronic, entering and leaving the Firm.
• Research and retrieve files using a variety of search tools, including manual and electronic resources (such as records management software, document management systems, and firm financial systems).
• Coordinate with Records, Information Technology, attorneys and other professional staff to identify and prepare electronic and physical files for transfer.
• Communicate and provide guidance to attorneys, staff and clients to ensure proper transfer requirements are met.
• Create/maintain, monitor, and audit processes related to transfer requests in order to ensure accuracy, information protection, and compliance with retention schedules and requirements.
• Train new employees and attorneys on their responsibilities in regards to records management protocols and processes.
• Run reports and statistics to be able to identify areas of improvement needed for trainings, processes and/or policies.
• Perform other duties as assigned.

Job Requirements:

• 3-5 years of records experience in a law firm or professional services environment required. Law firm experience strongly preferred.
• Bachelor’s degree preferred.
• Demonstrate a high level of confidentiality.
• Strong presentation and communication skills, both written and verbal.
• General understanding of records management concepts and best practices.
• Experience working with electronic records.
• Strong organizational skills and attention to detail.
• Critical thinking and analytical skills for collecting, reviewing, and producing relevant documents and data.
• Proficiency in using Microsoft Office applications and records management software (such as Legal Key).
• Flexibility to work outside of normal business hours or travel if needed.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran. Pursuant to the San Francisco Fair Chance Ordinance and the Los Angeles Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

Job Type: Full-time

Schedule:

• Monday to Friday

Work Location: One location