Information Governance Assistant

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an Information Governance Assistant to perform duties associated with the firm's physical records located in centralized records areas and electronic records archived in the firm’s document management system. The Information Governance Assistant will close files, coordinate transfers to off-site storage, enter data in the firm’s records management software system and assist with transfers of physical and electronic data for incoming and departing attorneys and clients.

The ideal candidate possesses exceptional organizational skills, a keen eye for detail, and the professional poise to collaborate effectively with a diverse group of attorneys, managers, and vendors across all communication channels.

Key Responsibilities

• Manage the life cycle of physical and electronic records according to the firm’s record retention policy and attorney departure policy.
• Using the firm’s retention and governance software, execute and coordinate processes for approval of physical and electronic records disposition. Contact attorneys for approval for destruction of eligible matters, locate physical files off-site, prepare lists of boxes to be destroyed and destroy electronic records in the firm’s document management system.
• Execute Information Governance procedures by coordinating the transfer of physical and electronic files with outside parties, including departing attorneys, other law firms and clients using the firm’s records management software system and electronic document management system. Follow procedures and protocols that ensure detailed tracking of the transfer.
• Maintain spreadsheets and file client correspondence in the firm’s document management system for matters of attorney and client departures.
• Maintain client files within the centralized records areas and keep the centralized records areas neat in appearance.
• Maintain and track files that are checked out to other business professionals using the firm’s records management software system. Update client and matter names as requested.
• Assemble files and utilize alphabetical, numerical, and other filing systems to organize files.
• Coordinate transfer of files with outside record storage facilities and record maintenance of off-site files using the firm’s records management software system.
• Inventory records throughout the office on a regular basis to ensure their current location and circulation status.
• Greet clients in a professional and friendly manner while handling front desk reception duties.
• Work may require irregular hours from time to time and occasionally requires more than 40 hours per week to perform the essential duties of the position.
• Travel time may be required outside of normal working hours. This may occasionally include travel on a weekend if an office move, renovation or other business need requires.

Job Requirements

• High school diploma or equivalency.
• Experience in Records Management and Information Governance preferred.
• Computer proficiency with Microsoft Word, Excel, document management systems, records management systems, cloud collaboration systems and workflow management applications.
• Ability to work under loose supervision, largely plan and arrange own workday based on standard practices and procedures set by the Firm’s Information Governance Manager.
• Ability to retrieve and distribute files weighing up to 40 pounds and ability to retrieve and replace objects from shelves up to 8 feet high, sometimes a large amount in a day.
• Ability to travel by car to other FBT Gibbons offices as needed. Travel time estimates are moderate (10-20%).

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.