For more than 45 years, Allen Matkins has worked with clients drawn to us by our reputation for market-leading solutions, pragmatism, exemplary quality, approachability, and our unparalleled network of contacts and connections in business and government. Founded with deep roots in real estate, the firm has leveraged that foundation to grow and build prominent environmental and natural resources, land use, litigation, corporate, tax, labor and employment, and bankruptcy/restructuring practices which allow us to partner with clients across myriad industries and markets. Our firm’s success is driven by our commitment to hiring and developing top talent, ensuring a team that delivers exceptional work and service to our clients. We are guided by our core values: our people are our most important resource; we have a commitment to quality work, all the time; and we work as a team with each other and with our clients - we foster camaraderie.
About the Position
The Information Governance Analyst is responsible for coordinating many of the primary information governance (IG) functions for the firm under the direction of the firm Manager of Practice Services – Records. This includes records lifecycle management for physical and electronic data, records retention and disposition, matter mobility including file intake and file releases, data access requests, maintaining data integrity and monitoring usage, and assisting with IG related software administration. The Information Governance Analyst contributes to the planning and execution of major projects, helps organize workflows and file structures, and supports the continuous improvement of IG processes across the firm. This position is currently an onsite role.
Essential Duties and Responsibilities:
Organize and execute all aspects of Information Governance processes including file intakes, releases, destructions, legal holds, and data access procedures.
Oversee matter mobility at all stages, facilitating onboarding and offboarding for attorneys.
Coordinate with attorneys and outside parties to ensure smooth data transitions.
Collaborate with the Manager of Practice Services - Records to oversee annual records retention and disposition.
Execute electronic data disposition and track hardcopy data destruction.
Maintain and administer firm Records Management and IG software (FileTrail, Fresh Service).
Identify and recommend opportunities for improvement in procedures, functionality, and software integration.
Process requests for electronic data, including uploading, indexing, and organizing documents within the Document Management System (DMS).
Maintain department repositories, shared drives, and DMS structures.
Provide guidance to timekeepers on electronic workspace and matter file management.
Contribute to process, procedure, and technology enhancements to improve efficiency and reduce risk.
Assist in developing information sharing standards, guidelines, and collaborative space configurations.
Address high priority access requests, troubleshooting issues or project work, after hours and weekends as necessary.
Perform other duties and projects as assigned in support of departmental and firm-wide goals.
Education and/or Experience:
Bachelor’s degree required.
Minimum of five (5) years of relevant experience.
Prior experience in a law firm or legal services environment with responsibilities related to data governance or records compliance preferred.
Qualifications:
Deep knowledge of information governance principles, data privacy, and security best practices.
Strong verbal and written communication skills.
Proven ability to manage physical and electronic information resources effectively.
Skilled in Microsoft Office Suite (Excel, Word, Outlook); experience with cloud platforms and generative AI tools preferred.
Experience with records management systems (e.g., FileTrail, iRM) and ticketing tools (e.g., FreshService, BigHand).
Proficient with document management systems such as NetDocuments or iManage.
Familiarity with project management tools like Smartsheet.
Understanding of file staging and transferring platforms.
Demonstrated ability to manage competing projects, individually and as part of a team, while prioritizing work based on the needs of the department, user needs, and ticket due dates.
Strong business analysis, attention to detail, troubleshooting, problem solving, quality assurance and project management skills.
Ability to collaborate with stakeholders at all levels of the organization.
Experience with intake/conflict systems (e.g., Intapp security products) preferred.
Familiarity with financial/accounting systems (e.g., Aderant) preferred.
Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
EEO Statement Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.
California Consumer Privacy Act
We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment. Our employees' personal information is governed by our Privacy Policy, available at https://www.allenmatkins.com/disclaimers/privacy-policy.html.
Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Compensation
Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $75,000- $105,000 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.
The base salary range displayed on the job posting reflects the estimated range for new hire salaries for the position. The actual offered base salary will be determined by work location and additional factors, including, but not limited to, relevant experience, job-related skills and qualifications. The pay range is subject to change at any time dependent on a variety of internal and external business factors.
