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About the Role
This is an exciting opportunity for an individual who wants to kick start their career at a downtown Toronto law firm and wants to learn and expand their skillset under the close mentorship and supervision of the Advisor, Conflicts and Records Management.
Responsibilities
- Perform conflicts searches using Intapp Open and assist with file openings process; enter data, create alternate search terms, assign file opening requests to firm members, create reports, and maintain a conflicts database.
- Prepare and send weekly conflicts report email.
- Manage the Records Department and conflicts inbox and respond to queries in a timely manner.
- Problem solve database issues within Intapp Open, and liaise with the vendor team to resolve and troubleshoot any technical errors with the database.
- Respond to general internal inquiries received from lawyers and legal assistants related to conflicts and/or record management policy and procedure.
- Perform essential daily tasks such as file indexing, maintaining multiple records and conflicts databases, sending and retrieving files to and from storage, and applying appropriate retention periods to closed files.
- Assist in the onboarding and offboarding activities for legal files and updating local databases and records appropriately.
- Oversee all file transfers, both physical and electronic, in adherence with the External File Transfer process, and assist with lawyer/partner offboarding process.
- Assist with file destruction procedures, ensuring that any file destruction complies fully with the firm policy.
- Maintain confidentiality relating to all clients & legal records.
- Perform repeated and regular lifting of heavy boxes (Up to 50 lbs.).
- Perform other administrative and clerical duties and support all other department projects as assigned.
Requirements
- Post-Secondary School Diploma and/or a degree in Archives & Records Management or Risk Management (or equivalent) is preferred.
- 1-2 years of experience in records management, database maintenance, data entry, or similar is considered an asset.
- Experience and knowledge in office practices and procedures, including record-keeping, filing, scanning, and information systems, is considered an asset.
- Strong verbal and written communication skills are essential.
- Demonstrate exceptional time management, organizational and prioritization skills.
- Self-starter, ability to work independently.
- A service-oriented attitude with a high willingness to assist and maintain excellent service standards.
- Passionate about providing quality service and work product.
- Good judgement and ability to exercise discretion when dealing with confidential and sensitive matters.
- Proficient in Microsoft Office Suite, including Word, Excel, Access, SharePoint, Teams, and other related applications.
- Proficiency in computer skills is essential, including confidence in using keyboard shortcuts and working with large spreadsheets.
- Knowledge of current relevant legal industry practices and software is an asset.
Skills
- Intapp Open
- Microsoft Office Suite
- Word
- Excel
- Access
- SharePoint
- Teams
- Keyboard shortcuts
- Working with large spreadsheets
Location
- Toronto
Work Type
- Full-time
- Contract
- Hybrid
Experience Level
- 1-2 years
Education Level
- Post-Secondary School Diploma
- Degree in Archives & Records Management or Risk Management (or equivalent)