Director of Document Management, Mail & Library Services

About the Employer:

Headquartered in downtown Buffalo, our client is an industry leader with 20+ locations and 1000 employees in the US and abroad. If you are looking for an employer that is growing and is committed to embracing state of the art technology this is the job for you!

Our client was named to Fortune’s List of the Country’s 100 Best Workplaces. They have been ranked for five consecutive years among the Best Companies to Work For in New York State and twice named the Best Place to Work among all large employers in Western New York. They also ranked among the top 10 large employers in 3 other states they operate in.

Our client believes in building on your strengths and creating a path for you to achieve your career goals.  No micromanagement here!

• HYBRID work schedule – (2-3 days in Buffalo office once acclimated)
• Casual dress code 
• Bonus potential
• Great benefits!

About the Job:

The Director of Document Management, Mail & Library Services will oversee 3 teams and approximately  15 staff including 2 managers.  This role is part of the organizations steering committee and interfaces extensively with C-suite leaders.

• Develop and implement strategic initiatives & policies to enhance the efficiency and effectiveness of mail services, records management & library resources while leading and mentoring the professionals responsible for these critical business areas.

• Mail Services Management: Oversee the processing, distribution, and tracking of incoming and outgoing mail, packages, and couriers to ensure timely and accurate delivery.

• Records Management: Develop and maintain a comprehensive records management system, ensuring compliance with legal and regulatory requirements while optimizing accessibility and security of legal documents and files. Manage and optimize the records lifecycle process and the document management system including training, and troubleshooting.

• Library Resources: Curate and maintain a robust collection of legal resources, including books, journals, and electronic databases, to support the firm’s legal research needs.  Develop strategies to enhance library services and resources.

• Vendor Management: Liaise with external vendors and service providers to negotiate contracts, monitor performance, and ensure cost-effective delivery of mail, records management, and library services.

• Technology Integration: Collaborate with IT professionals to leverage technology solutions for optimizing mail services, records management, and library resources, including workflow automation and digitalization efforts.

• Training and Compliance: Conduct training sessions for staff on relevant processes, systems, and tools to enhance productivity and proficiency while ensuring  regulatory compliance through regular audits.

Requirements:

*BS Degree, MS in Library & Information Science a plus

*7+ years of related experience in records and document management  ideally from the legal, finance or healthcare industry

*Experience with mail services operations in an enterprise organization

*Experience with an enterprise level Document Management system like OnBase, DocuWare, iManage, FileNet, NetDocuements, etc.