Client File Management Specialist

Orrick currently has an excellent opportunity for a Client File Management Specialist. This position could be based in any of our U.S. offices (Austin; Chicago; Boston; Houston; Los Angeles; New York; Menlo Park; Orange County; Portland; Sacramento; San Francisco; Santa Monica; Seattle; Washington DC; or Wheeling, WV) and consideration given for 100% remote US locations.

The Objective: The Client File Management Specialist works closely with the records leadership team and cross-departmental groups to administer and support the firm's client file management strategy.

What will I do: This role involves coordinating with various departments to maintain accurate and secure records, facilitating timely disposition of records, and providing guidance on best practices for records management and retention. The Specialist maintains a deep fluency in firm, department, and group policies and practices, and advocates for and models their appropriate usage.

The Specialist also provides regular progress reports to the Regional Records managers and keeps an open and collaborative communication flow with colleagues. Additionally, the Specialist facilitates and supports the delivery of quality legal services by performing technical, managerial, and administrative records management functions to support legal teams and firm clients.

Our Ideal Candidate will have a minimum of 2 years of legal records and data management experience, including at least 1 year of supporting a retention disposition program.

How will I spend my time:

• Act as firm-wide records department liaison with respect to client file records retention and disposition process
• Work closely with the Regional Records Managers and local office records teams and other department managers to identify and process hard copy client files and data for destruction or release back to the client
• Review the records management database and other approved data repositories to locate client file records eligible for retention disposition, and coordinate disposition of records that have met their retention period
• Conduct regular audits of client file records to ensure accuracy, completeness, and compliance with firm retention schedule
• Generate reports to support the firm's client file retention and disposition program and maintain proper documentation of client file retention and disposition activities
• Update the records management database with retention policies and disposition decisions
• Research, identify & contact clients to obtain client file disposition instructions and notify responsible matter attorneys using approved processes and templates
• Communicate retention policies and procedures and provide procedural support to local records teams and other departments, as necessary
• Develop and maintain records retention & disposition standards and identify areas of improvement or clean-up by analyzing and providing suggested improvements to retention procedures firm wide
• Along with the Regional Records Managers, participate in developing and maintaining relationships with applicable third-party vendors
• Create and update procedure manuals for records staff and end users, as necessary
• Consult with attorneys, case teams and administrative staff on firm document management options, resources, and policies.
• Work closely with the Regional Records Managers to provide active and meaningful support for department initiatives and tasks, meet department goals and ensure the delivery of quality services
• Adhere to and help enforce firm Records and Information Governance policies and procedures
• Mentor and train junior department members on department policies, procedures, and customer-service approach
• Develop, conduct, participate in, and complete department and firm trainings and assignments
• Adhere to general safety practices as well as any unique departmental safety guidelines

• High School diploma or equivalent, required
• Bachelor's degree, preferred, but not required
• A minimum of 2 years legal records/data management experience, with at least 1 year of experience supporting a retention disposition program
• Basic understanding of legal technology concepts, including records management database administration (FileTrail, preferred)
• Experience in supporting the information lifecycle within a multi-office law firm, including a clear understanding of legal terminology, legal processes and legal records taxonomy
• Understanding of various technology offerings, including, among others, NetDocuments, Microsoft Office, and client collaboration tools, i.e., SharePoint or Box
• Solid understanding of information management core competencies, including e-mail management and archiving, imaging, and lifecycle management
• Excellent written and verbal skills
• Strong interpersonal skills with an ability to effectively communicate within all levels of the organization and work effectively in a customer service-oriented environment
• Ability to effectively evaluate work priorities to meet deadlines and to request assistance or re-prioritization when necessary
• Results driven with the ability to provide creative solutions to challenging projects and situations
• Team-oriented approach with the ability to collaborate and communicate across the organization to meet the firm's goals
• Ability to work independently with minimal supervision
• Desire and commitment to ongoing education and development of expertise in the field of information governance
• Ability to mentor junior department members and lead-by-example on department policies, procedures and customer-service approach

Who is Orrick? Orrick is a global law firm focused on serving the technology & innovation, energy & infrastructure and finance sectors. Founded more than 150 years ago in San Francisco, Orrick today has offices in 25+ markets worldwide. We are recognized worldwide for delivering the highest-quality legal advice through our diverse teams and for our culture of innovation and collaboration. Financial Times selected Orrick as the Most Digital Firm of 2020, and in the past five years, the Most Innovative Law Firm of the Year three times and runner-up twice. For the ninth year in a row, Fortune named Orrick to its 2024 list of the 100 Best Companies to Work For. Learn more about our awesome employee experience here: Fortune 100 Great Place To Work certified company.

Compensation and Benefits

The expected salary range for this position is between

• California Major Markets* $62,000 - $79,000
• New York City $62,000 - $79,000
• National $59,000 - $74,000

* California Major Markets includes San Francisco, Silicon Valley, Los Angeles, Orange County, Santa Monica. All other California locations fall within National range.

Orrick is committed to providing a comprehensive, competitive, and thoughtful total compensation package to our attorneys and staff, wherever they work. This compensation and benefits information is based on the Orrick's estimate as of the date of publication and may be modified in the future. The level of pay within the range will depend on a variety of job-related factors that may include, but not limited to, qualifications, relevant experience or education, particular skills or expertise, geography. Other compensation may include an annual discretionary merit bonus, which would be determined by Firm and individual performance.

We offer a full range of elective health benefits including medical, dental, vision and life insurances; robust mental well-being benefits; child, family, elder, and pet care benefits; short- and long-term disability benefits; a health savings account (w/applicable medical plan), flexible spending accounts, long-term care insurance, and a 401K program. This role is eligible to employees will receive compensated time off through our Paid Time Off program, generous Parental leave benefits, and paid holidays.

Please visit www.orrick.com for more information about the firm.

How to Apply: If you are searching for a chance to create an impact, you have a little grit and you love working with a team, we want to talk with you. To submit your resume and cover letter for this position, please visit our Staff and Paralegal Opportunities Listings at www.orrick.com/Careers. Orrick accepts applications for this position on an ongoing basis, until filled.

We are an Equal Opportunity Employer.

Consistent with the SF Fair Chance Ordinance, an arrest and conviction record will not automatically disqualify a qualified applicant from consideration.

Qualified applicants with criminal histories will be considered for the position in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring.

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