Records and Central Services Assistant

This range is provided by Honigman LLP. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

$41,600.00/yr - $52,000.00/yr

Direct message the job poster from Honigman LLP

Honigman is a premier business law firm, based in Michigan with an international practice. Honigman is consistently recognized as one of the 101 Best and Brightest Places to Work, we earned this recognition by recruiting attorneys and staff members with outstanding credentials. Currently, we are looking for a Records and Central Services Assistant in our Ann Arbor Office. In addition to our Ann Arbor office, we have offices in Detroit, MI, Grand Rapids, Lansing, Ann Arbor, Bloomfield Hills, Kalamazoo, Chicago, IL, and Washington D.C. With more than 350 attorneys working in 60 different areas of concentration, Honigman provides timely and cost-effective counsel to clients in numerous industries.

JOB SUMMARY

Under the supervision of the Ann Arbor Office Administrator and in concert with the Information Governance Operations Manager, the Records and Central Services Assistant will ensure all aspects of Ann Arbor office operations run smoothly and efficiently and records are maintained. Office services responsibilities include conference room set-ups, logistical support, administrative duties, timely deliveries and other office-related assignments. Records responsibilities include the processing of daily file requests, file maintenance and producing barcoded labels, refilling boxes for off-site storage, boxing folders from internal storage areas and other special projects as assigned.

RESPONSIBILITIES

Office Services

• Maintains and sets up conference rooms, ensuring rooms are clean and neat.
• Handles beverage and meal set-ups for client and internal meetings, delivers food to conference rooms for meetings; handles and/or assists with set up for special occasion functions including dinner meetings, cocktail parties, etc.
• Ensures technical equipment is in place, as advised. Facilitates, sets up and tests video conferencing settings and equipment.
• Maintains kitchen area, including cleaning the kitchen, running the dishwasher on a daily basis, and ensures the kitchen is stocked with appropriate supplies; occasionally, conducts thorough cleaning of refrigerator on an as-needed basis.
• Separates, sorts and distributes interoffice and U.S. mail, and tracks postage when advised.
• Processes outgoing mail and packages including timely drop-off at the end of the day, including packages sent through outside delivery services.
• Arranges and coordinates outside courier deliveries and pickups as needed. Maintains all back-up delivery forms and requests.
• Handles copy and imaging jobs and appropriately logs same.
  
  Assists in operation and maintenance of copy machine, including ordering and stocking supplies such as paper and toner. Reports machine break-downs to appropriate manager or vendor and keeps repair/service logs current at all times.
• Assists with moving of boxes and files, as well as occasional minor repair and moving of office furniture.
• Provides back-up to receptionist, which consists of greeting visitors, answering phones, accepting packages, taking conference room reservations and ordering lunches for meetings.
• Performs miscellaneous tasks as assigned by supervisor.
• Performs systems and printer maintenance; troubleshoots printers as necessary.
• Responsible for inventories, purges, shifting, etc.
  
  Uses the portable computer inventory unit for inventories or shelving; uploads the portable computer unit, assuring the accuracy of the data.
• Tags ethical screened folders in storage areas.

Records

• Processes daily folder requests (electronic, phone, or walk-in) by searching the records management (“RM”) software, retrieving the folders that are either stored internally or off-site, delivering them on a timely basis.
• Searches RM or other sources of information for the folders and checks out folders.
• Retrieves folders from internal locations or requests them from the off-site vendor.
• Advises attorneys/secretaries of approximate delivery times and of any problems locating folders.
• Checks in folders using the…