Records Clerk/ Data Entry

Come Create at Ricoh

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in yourself

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually.
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.

POSITION PROFILE

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, pursuant to the firm's records management procedures and guidance, oversees and coordinates daily tasks, workflow and special projects within the Records Management Department; including, but not limited to, creation, tracking, monitoring, labeling, delivery, closure and storage of active and/or inactive client or firm files. Interfaces with supervisors, co-workers, and other staff members for the purpose of exchanging information. Most contact is internal to the organization.

JOB DUTIES AND RESPONSIBILITIES

• Tasks:
• Perform basic records center operations in accordance with established RIM procedures.
• Respond to specific requests by searching, locating, retrieving, and delivering records or information through established procedures and delivery systems in a timely manner.
• Receive files for entry into Records Management System (RMS); review for accuracy and enters data.
• Sort, classify, and code material for filing and shelving.
• Prepare new files within file classification plan.
• Generate labels and bar coding as necessary to track files.
• Accurately performs filing and interfiling of loose items on timely basis.
• Perform assigned tasks that support the organization's legal hold process.
• Perform database queries and reports of activities as needed.
• Retrieve and arrange file delivery as requested.
• Access, compile, gather, and issue requested records and information.
• Receive and process records transferred to inactive storage in accordance with established schedules.
• Perform assigned tasks supporting the implementation of the organization's approved retention schedule.
• Scan records as directed, saving images in accordance with ESI policies and procedures.
• Communications with offsite storage vendors.
• Monitor Records Management email and voicemail boxes and responds appropriately to requests and inquiries.
• Provide exemplary customer service.

• Handle special projects such as destruction implementation as directed.
• Provide input to management based on current and projected workload.
• Knowledge Of:
• Filing and data entry best practices.
• Personal computer skills.
• Familiarity with MS tools.
• Experience working in an office environment.
• Skills Sets Required to Perform Successfully:
• Ability to take direction and perform tasks accordingly.
• Build effective and lasting working relationships.
• Collect metrics and communicate project status.
• Understand agreements with vendors and service providers; establish good working relationships with vendors and firm employees.
• Communicate appropriately verbally and in writing.
• Excellent customer service skills.
• Team work and sense of urgency as required.
• Seek feedback from others and opportunities to learn new skills.
• Exercise good judgment by making sound and well-informed decisions.
• Ability to learn and become competent with firm's record systems which may include Legal Key, Elite, File Surf, Interwoven and/or Outlook.
• Manage physical boxes.
• Identify conflicting task instructions and notify management.
• Verify appropriateness of authorization.
• Provide customer service.

QUALIFICATIONS (Education, Experience, and Certifications)

• Minimum high school diploma or equivalent.
• Experience in operating office equipment such as reprographics equipment, calculators, and reader/printers preferred.
• Strong customer service and communication skills.
• Good typing skills and basic computer skills with diligent attention to detail.
• Familiar with file room operations.
• Attention to detail very important.
• Ability to handle special projects assigned by records specialists/managers and supervisor.
• Professional appearance, adherence to dress code.

Ricoh is an EEO/Affirmative Action Employer -- Minorities/Women/Protected Veterans/Disabled.