Legal Records Manager
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- Central Administration
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- May 02, 2024 Post Date
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- 497 Total Views
Title: Legal Records Manager
Department: Office of General Counsel
Reports To: Deputy General Counsel Compliance and Ethics; General Counsel
Salary Range: $62,413 - $82,335
The School District of Philadelphia is committed to becoming the fastest improving District in the country and transforming the educational opportunities it offers to our city’s more than 200,000 students. The District seeks leaders who have a passion for working with schools and communities who are committed to ensuring all students achieve. Serving a population as diverse as ours requires creativity, commitment and vision. Will you join us?
Plans, coordinates, evaluates, implements, and manages the Office of General Counsel records management system and protocols. Develops and monitors all records handling activities and protocols to promote compliance with Board Policy, litigation holds, and all applicable law relating to proper custodial care, including security and confidentiality requirements. Trains the Office of General Counsel employees in the record retention protocols developed in conjunction with Office of General Counsel leadership. Manages all archive records for the Office of General Counsel and oversees the record management and retention protocols, as well as monitors and facilitates compliance with litigation holds. The ultimate goal of the Legal Records Manager is to streamline records organization to facilitate data analysis to minimize legal risk and costs to the District, as well as facilitate strategic planning District-wide. These functions are essential to minimizing legal risk and analyzing data to identify opportunities for risk management.
Essential Functions
• Strategically plans, develops and leads coordinated Office of General Counsel initiatives and projects to improve records management and data analysis processes both within the Office of General Counsel and within the District.
• Oversees operation and maintenance of Office of General Counsel records management system, including creation, receipt, storage, retrieval, and disposition of records.
• Protects and maintain Office of General Counsel records according to the appropriate records retention schedule and develop protocols for records management to promote compliance with Board Policy and applicable law.
• Organizes, converts and integrates files for storage.
• Coordinates the records destruction process to identify, retrieve, and transfer documents for secured destruction.
• Plans, coordinates, implements, and assesses techniques for evaluating and improving the Office of General Counsel records and information management system and data analytics.
• Analyzes and organizes data from the Office of General Counsel records management system and assists in preparing reports for Office of General Counsel leadership in order to minimize legal risk for the District and Board and identify trends.
• Develops and maintains records and information management protocols and manuals.
• Develops records and information management training for Office of General Counsel personnel, and develops training manuals in conjunction with attorneys, and other offices.
• Remains current in records management topics and trends.
• Provides guidance to Office of General Counsel personnel in the development and integration of records and information management methods and procedures into daily activities.
• Assists Office of General Counsel personnel in implementing litigation holds and collecting responsive documents.
• Assists attorneys and other offices in streamlining records management processes and/or compliance with retention schedules and protocols.
• Maintains confidentiality.
• Performs other duties as assigned.
Minimum Requirements
• Bachelor’s degree from an accredited college or university.
• Four years of full-time, paid professional experience which has included working with legal records and overseeing the records management and retention protocols, at least one of which have been in supervisory capacity.
OR
• Any equivalent combination of training and experience determined to be acceptable by the Office of Talent.
Knowledge, Skills and Abilities
Demonstrated knowledge of:
o the practices and procedures for providing analysis, coordination, quality control and oversight for records retention activities. o best practices in records management. o state and local records management requirements. o the principles for maintaining the highest level of ethics, integrity and compliance. o navigating complicated processes. o identifying and solving issues through effective planning, organization and application of critical thinking.
o the methods and techniques of project management. o organizing large quantities of records and data.
o creating reports on data trends. o the internet, Google suite of products, and Microsoft Office.
o accurate record keeping and managing important records.
Skill in:
o systematically managing records and information in all formats from creation or receipt through processing, distribution, organization, storage, and retrieval.
o learning other software.
Ability to:
o work with diverse and interdisciplinary groups to implement change, improve compliance, reduce volume and duplication of data, and protect and preserve records.
o organize, prioritize, and manage duties efficiently and within established timeframes. o exercise attention to detail and follow-up with multiple time sensitive tasks. o maintain records and manage all archive records.
o conduct records inventories.
o operate standard office equipment, including computers, scanners and records management applications.
o be adaptable, flexible, dependable and accountable. o conduct interview of records custodians. o implement litigation holds. o communicate effectively, both verbally and in writing.
o establish and maintain effective working relationships.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Nondiscrimination
The School District of Philadelphia provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 348 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.
