Overview: The Records Specialist supports the firm's information lifecycle management by accurately processing, maintaining, and retrieving physical and electronic records. Reporting to the Records Manager, this role ensures data integrity and accessibility by adhering to established procedures and best practices. The Records Specialist also plays a key part in the firm's compliance, litigation support, and document retention initiatives. Key Responsibilities
- Maintain and organize physical and electronic files, including interfiling, labeling, scanning, and metadata entry.
- Create and classify new files according to the firm's records management protocols.
- Retrieve and deliver requested records promptly, ensuring accurate data entry in firm databases.
- Process documents for offsite storage or destruction per policy and retention schedules.
- Manage offsite storage logistics, including coordinating deliveries and updating both firm and vendor systems.
- Conduct quality control checks to ensure document and metadata accuracy.
- Monitor onsite shredding bins and coordinate recycling services to prevent overflow.
- Perform regular audits to ensure database accuracy and compliance with firm standards.
- Support litigation and reporting needs through the use of records software and Excel.
- Communicate and enforce records management procedures (e.g., file intake, transfers, HIPAA compliance, secure handling).
- Assist the Records Manager and firm leadership with special projects as assigned.
QualificationsEducation:
- High school diploma or equivalent required.
Experience:
- Minimum of 2 years of records management experience.
- Law firm or legal environment experience preferred.
Skills & Abilities:
- High attention to detail and strong organizational skills.
- Strong verbal and written communication skills.
- Ability to work independently and collaboratively in a fast-paced environment.
- Capable of managing workload with minimal supervision and meeting tight deadlines.
- Strong customer service orientation for interacting with legal and administrative staff.
- Familiarity with legal documents and records management best practices.
- Proficiency in Microsoft Office and records/document management systems.
- Ability to communicate findings and data clearly using reporting tools.
- Must be able to lift boxes weighing over 25 lbs as needed.