Office Services Records Technician

Company: Holland Hart
Location: Salt Lake City
Posted on: January 25, 2023

Job Description:

General Purpose:

The Office Services Records Technician provides general and administrative assistance as directed by the Office Administrator, including office supply inventory, back-up for the receptionists and office services assistants when required, stocking and receiving, vendor contacts, and provides information and assistance with facility, furniture and equipment maintenance issues. This positions also performs standard records management duties, including creation of physical files, maintaining file database records, indexing for offsite storage, and retrieval of files from offsite storage.

Essential Duties/Responsibilities:

• Perform accurate and detailed data entry into the records management system.
  
• Respond to requests for active files, inactive files, creation of new files, or records management questions. Prepare inactive files for offsite storage, including indexing, boxing, destruction, or returning files to clients or offsite storage.
  
• Maintain ethical wall labels on physical files, working with the Denver Records Center to ensure compliance.
  
• Assist with inventory of onsite library materials in coordination with Library Coordinator.
  
• Provide back-up coverage for the receptionists when needed, including answering telephone, greeting clients, scheduling conference rooms, validating parking, announcing visitors to the office, and maintaining reception logs for incoming deliveries.
  
• Provide back-up coverage for the office services team (messenger, host, admin. assist) when needed, including distribution of mail, retrieving and distributing interoffice mail, supply inventory and stocking, conference room setup and cleanups, and meal setups for meetings or events.
  
• Assist with vendor activities for document shredding service and equipment servicing.
  
• Provide back-up coverage for troubleshooting copier and printer issues, take meter readings, and contact repairmen as needed.
  
• Other tasks or duties as assigned.
  
  Job Qualifications (Education, Experience and Certification):
  
  
• Knowledge of basic office procedures and equipment.
  
• Requires good computer skills, including proficiency in Windows operating systems, including Microsoft Word, Outlook and Excel, and other Window-based software systems.
  
• Ability to prioritize work effectively to handle a wide variety of tasks.
  
• Ability to lift 40 lbs. and to climb three flights of stairs on a regular basis.
  
• Demonstrated ability to work effectively without close supervision.
  
• Ability to maintain accurate records for vendor ordering, inventory control, and necessary equipment maintenance.
  
• Demonstrated oral and written communication skills as required to interact effectively with a wide variety of people at all levels.
  
  Competencies:
  
  Functional/Technical Expertise - Understands necessary information, processes and procedures to carry out job responsibilities.
  
  Customer Orientation - Views the firm through the eyes of the customer and goes out of their way to anticipate and meet customer needs.
  
  Communication - Recognizes the essential value of continuous information exchange.
  
  Team Player - Team oriented; maintains composure and is adaptable to the changing needs of the team.
  
  Results Orientation - Maintains appropriate focus on outcomes and accomplishments. Has the ability to effectively prioritize tasks, have good organizational skills, and an attention to detail.
  
  Physical Requirements:
  
  While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least forty (40) pounds; have repetitive wrist/hand/finger movement to work on a computer, file audit hardware, and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person.
  
  The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  Work Environment:
  
  Professional office atmosphere in a work center environment with multiple team members in the same room. Work may require occasional extended hours to complete high demand work.
  
  The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be anexhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.
  
  Holland & Hart offers of employment take into consideration a candidate's education, training, and experience, as well as the position's work location, external market and internal value, including seniority and merit systems, and internal pay alignment when determining the salary level for potential new employees. A discretionary bonus may be available based upon performance.
  
  Holland & Hart works hard to promote work/life balance with a 37.5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees. Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD. Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and long-term care insurances, as well as a 401(k)-retirement plan with a company match. In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP. Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.

Keywords: Holland Hart, Salt Lake City , Office Services Records Technician, Administration, Clerical , Salt Lake City, Utah