About Us: Marshall, Gerstein & Borun LLP provides sophisticated intellectual property advice and legal services to many of the world's largest, most innovative businesses, research institutions, universities, and entrepreneurs. For more than six decades, we have been exclusively dedicated to excellence in the practice of IP law. Our size and singular focus enhance efficiency, foster responsive and creative decision-making, and help clients achieve mission-critical results. We cultivate trust, communicate clearly, and deliver effective solutions.
Your Role: The Electronic Records and Information Management Specialist will play a key role in organizing and maintaining the Firm's electronic records and ensuring data accuracy across core systems. This role supports legal and business professionals by applying best practices in records management, digitization, and data governance. The Specialist will support initiatives related to client and matter intake, electronic file maintenance, and system-wide documentation processes. This is a critical position that helps ensure information is accessible, secure, and accurately maintained throughout the client and matter lifecycle.
Your Impact: - Electronic Records Management: Apply records management best practices to classify, organize, and maintain electronic records in systems such as Open Text DM10, SharePoint 2016, and MS Access.
- Client and Matter Data Integrity: Serve as a backup for client/matter creation and intake processes. Ensure accuracy and consistency in data entry, updates, and document classification.
- Training and Support: Assist in training staff on best practices for records handling and new business intake procedures. Provide guidance on the proper use of records systems.
- Digitization and Retrieval: Digitize and maintain court filings, contracts, USPTO correspondence, and other vital records. Retrieve, scan, and classify documents as needed.
- System and Process Improvement: Collaborate with the Records Management Team Leader and Client Services Manager to document procedures, improve workflows, and enhance system for managing electronic records.
- Database Maintenance and Reporting: Maintain database accuracy and support reporting needs by entering, updating, and verifying records tied to client and matter information
- Cross-Functional Support: Coordinate with attorney support staff and other departments to ensure the complete and timely filing of client engagement documents and compliance with records protocols.
- Backup Coverage: Provide backup support for the New Business Intake Coordinator and assist with time-sensitive requests to ensure continuity of service.
YOUR SKILLS:
Required: - Strong level of customer service skills, preferably servicing internal stakeholders.
- Extreme attention to detail and accuracy.
- Effective communication skills.
- Sound judgment, discretion, and ability to maintain confidentiality.
- Ability to work independently in a dynamic, fast-paced environment.
- Flexibility to work outside regular business hours, as needed.
- Strong time management and prioritization skills.
- Initiative and accountability for assigned tasks.
- Strong grammatical, proofreading, and writing skills.
Preferred: - Prior experience in records management, preferably in an intellectual property or legal environment.
- Working knowledge of document management systems (Open Text DM10), SharePoint, and database applications such as MS Access is helpful, but not required.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Familiarity with legal terminology, IP records, and matter lifecycle management is a plus.
YOUR REWARDS: - Competitive salary, overall compensation and 401(k)
- Hybrid Remote Work Policy (2 Days In Office, 3 Days Remote)
- In-house and external learning and development opportunities
- Career Coaching Services
- Generous health insurance, mental health and well-being benefits
- Salary $68,000 to $77,000
EEO Statement Our Firm is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status and/or any other legally protected characteristics. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email .
Equal Opportunity Employer
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