Job Description

POSITION OVERVIEW

Hedrick Gardner Kincheloe & Garofalo, LLP is seeking a detail-oriented and experienced Records Department Administrator to manage all aspects of the firm’s records. This role is central to supporting our litigation teams by conducting conflicts checks, setting up new matters, and maintaining the integrity of client contact information, rates, and close matters upon request.

The Records Department Administrator will oversee the full lifecycle of physical and electronic records, and coordinate with attorneys and paralegals regarding records requests. This position requires a proactive, organized professional with knowledge of legal records practices within a defense litigation environment.

KEY RESPONSIBILITIES

Records Management & Administration

• Oversee the intake and tracking of all physical and electronic case files.
• Implement and enforce records retention policies in accordance with state bar regulations, applicable statutes of limitations, and firm-established guidelines.
• Coordinate with the firm’s IT department to support electronic records systems.

Legal Support & Litigation Coordination

• Respond promptly to attorneys and paralegals for file openings and records requests.
• Conduct conflicts checks as requested.
• Maintain client rates and rate sheets.
• Update billing requests and file maintenance as requested.

Compliance & Risk Management

• Maintain confidentiality and security of all privileged communications, client files, and sensitive litigation materials.
• Monitor and enforce proper destruction procedures for records that have met the end of their retention period, maintaining destruction logs.
• Assist in responding to audits.

Departmental Operations

• Develop and maintain records department procedures manuals and training materials for onboarding new staff.
• Evaluate and recommend improvements to records management systems, workflows, and technology tools.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Activities, duties, and responsibilities may change at any time with or without notice.

Qualifications

Required

• Minimum of three (3) to five (5) years of records management experience in a law firm, preferably in a defense litigation setting.
• Demonstrated knowledge of legal records management principles, including retention schedules, and document destruction procedures.
• Experience with legal document management systems such as NetDocuments; familiarity with practice management systems such as Aderant.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office technology.
• Strong organizational skills with exceptional attention to detail and the ability to manage competing priorities in a fast-paced environment.
• High degree of professionalism, discretion, and commitment to maintaining client and matter confidentiality.
• Effective written and verbal communication skills with the ability to interface professionally with attorneys, clients, court personnel, and outside vendors.

Preferred

• Associate’s or Bachelor’s degree in records management, legal studies, library science, business administration, or a related field.
• Certified Records Manager (CRM) designation or other information governance certification.
• Experience managing records in a multi-practice or multi-office law firm environment.
• Familiarity with HIPAA compliance as it relates to medical records handling in litigation.
• Experience supervising file room or records department support staff.

Additional Information

Physical Demands:

• In office position
• Position requires sitting for more than 2/3 of the time
• Position requires ability to focus on a computer monitor for extended periods of time
• Position requires a small amount of bending and reaching to access supplies and equipment
• Position requires enough mobility to move from one area of the office to another at a moderate pace periodically
• Must be able to lift up to 10 pounds on occasion
• Work is performed in an office environment with a modest level of noise

Work Environment:

• Indoor Office Setting
• Well-Lighted/Ventilated Environment
• Air Conditioned/Heated Environment
• 8 hour shift, 40 hours per week
• Monday to Friday
• 8:00am – 5:00pm
• 1 hour lunch

Benefits:

• Medical
• Dental
• Vision
• Life
• Short-term Disability
• Long-term Disability
• HRA
• FSA
• 401K
• Educational Assistance
• Pet Insurance
• Paid Holidays
• PTO Accrual

Benefit Conditions:

• Waiting period may apply
• Only full-time employees eligible

Ability to commute/relocate:

Reliably commute or planning to relocate before starting work.

Hedrick Gardner is committed to the equal employment opportunity of all individuals regardless of their race, color, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by local, state, or federal law.