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Available Positions

Thursday, December 24, 2009

F/T- Records Manager - Kirkland & Ellis

About Kirkland & Ellis
Kirkland & Ellis LLP is a preeminent, full-service law firm with more than 1,500 attorneys in Chicago, London, Los Angeles, New York, Palo Alto, San Francisco, Munich, Hong Kong and Washington, D.C. Our practice consists of sophisticated corporate transactions and commercial litigation matters including antitrust, bankruptcy, commodities, communications, securities, creditors' rights, employee benefits, environmental, energy and natural resources, estate planning, intellectual property, real estate, tax, and venture capital. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions and leveraged buyout and venture capital firms.

Qualifications & Requirements
The New York Office is seeking a Records Manager who will exercise a high degree of independent judgment and will ensure the successful implementation of, and compliance with, the Firm’s records management policy in the New York office. The Firm’s policy places emphasis on the management of electronic records from point of creation to final disposition and the Records Manager is responsible for leading, documenting and implementing electronic records management best practices for the practice groups in New York.

An essential aspect of the Records Manager role involves consultation with partners and other attorneys, legal assistants, and administrative managers on file maintenance, including the establishment and maintenance of electronic files stored and maintained on the DMS, SharePoint sites, network drives, and LegalKEY. The Records Manager is expected to drive the changes needed in working practices and firm culture to facilitate the adoption of electronic recordkeeping practices. An important aspect of this is the introduction of procedures and working practices that decrease the extent to which office personnel rely on paper documents as official records.

Records retention review project activities that involve Records Management Attorneys located in New York are managed under the direction of the Records Manager and are expected to result in a reduction of off-site storage costs for the Firm. The Records Manager is also responsible for ensuring that records subject to an active Preservation order are identified and preserved, reviewing and providing guidance on the transfer of records to and from the firm, and completing a biennial records inventory of all paper and electronic records managed by the New York office. The Records Manager is responsible for processing all departing personnel in accordance with the standard firm procedure, and coordinates the transfer of matter roles and related records with the all departing attorneys who billed time to a pro bono matter, the supervising partner on the pro bono matter and the New York Pro Bono Coordinator.

Throughout all phases of the records lifecycle the Records Manager is expected to continually monitor and improve records management processes and the use of LegalKEY by all Firm personnel.

The Records Manager is responsible for the performance of the Records Team which serves the daily records management needs of the office’s attorneys, legal assistants, and administrative managers. Additionally this position is responsible to set performance expectations for the Records Team Members, develop plans for their ongoing skill development, and provide them with regular performance feedback.

The Records Manager also leads, and participates on, cross-functional and firmwide teams responsible for analyzing and making recommendations regarding effective file maintenance methods for paper and electronic records, and the use of technology for ensuring the security, availability, and retention of the Firm’s records. The Records Manager is expected to develop and conduct records management education sessions that primarily focus on electronic records management topics and techniques. The Records Manager also negotiates and monitors service level agreements of third party records management service providers.

This position requires an individual with superior customer service skills, verbal and written communication skills, demonstrated excellence in team leadership and performance management, and the ability to work in a fast-paced, dynamic environment. The individual must possess a strong attention to detail, high degree of accuracy and consistency under tight timelines, yet be able to adapt effectively to changing demands, priorities and schedules while maintaining a positive attitude. It is essential that the individual is capable of identifying, documenting and communicating records management issues, logically analyzing the issues, and offering solutions to correct and/or prevent reoccurrence of the issue(s). Also essential to this position are demonstrated abilities in written communications, planning, analysis, organization, problem solving, and decision making skills, including the ability to concurrently manage multiple projects.

The position requires an individual with a proactive approach, the ability and inclination to work “hands-on”, and a willingness to go the “extra mile” to meet the needs of New York personnel. A high degree of integrity, technical savvy, enthusiasm and professionalism as demonstrated by past performance in a records management role is essential. Advanced knowledge of Records Management operations, including planning and executing an office-wide transition from paper to electronic records is required.

The individual must possess a minimum of 5-7 years of law firm records management experience in a records management or legal assistant role, and at least 5 years in a managerial / team leadership role in a records management or legal assistant department. Knowledge of law firm administrative records and legal records relating to litigation, corporate, restructuring, and intellectual property legal matters is required. Knowledge of attorney ethical obligations and malpractice issues relating to records management is required. Working knowledge of the responsibilities of various law firm personnel including but not limited to partners, junior associates, legal secretaries, and legal assistants.

The individual must demonstrate proficiency in electronic records management practices and systems. A bachelor’s degree or equivalent experience is required, and certification in Records Management is highly desirable. Computer proficiency in MS Office required. Lotus Notes, Interwoven iManage DMS, MS SharePoint, and LegalKEY Recordkeeping proficiency are highly desirable.
Essential Job Functions
• Serves as subject matter expert and internal consultant on electronic records management for attorneys, legal assistants, and managers of the Firm’s administrative departments.
• Serves as the main point of contact with, and ensures exceptional customer service to, legal and administrative personnel requiring records management assistance and/or guidance.
• Maintains a hand’s on approach to managing the New York Records Program, ensuring all end-users are supported, best practices are being followed, and the Firm’s exposure to risk from records related issues is at a minimum.
• Establishes daily work priorities, directly supervises and provides performance feedback to Records Assistants.
• Recommends records staffing resource changes including new positions, new hires, and terminations.
• Ensures Records Assistants have adequate resources to fulfill their job responsibilities.
• Implements all components of the Firm’s Records Management Policy.
• Provides input to the Director of Administration and Associate Director, Records Management and assesses the degree to which the office complies with the Firm’s records management policy and related procedures.
• Closely coordinates all activities involving the retention review and destruction of records by the off-site storage vendor or Firm personnel with the Firmwide Disposition Coordinator.
• Works collaboratively with Records Technology Manager to resolve any technical issues relating to records management data.
• Works collaboratively with the Firm’s other Local Records Managers in support of firm or local office directives and projects where assistance may be required.
• Promotes the adoption of LegalKey for managing active paper files stored in the office.
• Develop best practices in file organization and labeling for New York practice groups and administrative departments.

How to Apply
Thank you for your interest in Kirkland & Ellis LLP. To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity
All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement
The job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in anyway for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

PLEASE NOTE: The Records Management Service at Kirkland is not part of Library Services. It is belongs to a separate department, Loss Prevention, which administers New Business, Conflicts, Compliance as well as Records Management.

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