Lead Legal Records Associate

SPS-North America • Baltimore, MD

2d • $21 - $23

About The Position

As a Lead Records Associate , you play a pivotal role in keeping the firm’s legal operations organized and efficient. You are the go-to person for managing, maintaining, and retrieving critical case files, ensuring attorneys and staff have the information they need, exactly when they need it. This role combines organization, leadership, and attention to detail, helping the office run smoothly while contributing directly to client success. If you are highly organized, detail-oriented, and motivated by keeping operations running seamlessly behind the scenes, this role is for you. The Lead Records Associate ensures that the firm’s case files and records are accurate, secure, and readily accessible. By keeping information organized and available, you empower attorneys and staff to deliver exceptional service to clients. This role is essential for smooth operations and directly supports the success of the firm’s legal work.

Requirements

• High School Diploma required, college degree preferred.
• Strong attention to detail and organizational skills.
• Ability to multitask, prioritize, and take initiative.
• Excellent communication skills for collaborating with attorneys, staff, and external vendors.
• Proficiency with computer systems, scanning, and electronic database management.
• Accurate keyboarding and data entry skills.
• Lift and carry case files or boxes (up to 25–30 lbs).
• Regular walking, bending, and reaching for file storage.
• Frequent filing, scanning, and data entry tasks.
• Periods of sitting while organizing and reviewing documents.

Responsibilities

• Open and set up new case files, including preparing file labels and sub-file lists.
• Accurately index, file, and organize documents for easy retrieval.
• Scan and upload records to the firm’s electronic database system.
• Maintain file rooms and cabinets in an orderly, secure manner.
• Assist attorneys and staff with locating and retrieving file materials.
• Prepare case files for closing and off-site storage.
• Step in to cover receptionist duties when needed.
• Train and mentor interns or student assistants.
• Handle shredding and secure disposal of sensitive documents.
• Assist with trial binder and exhibit preparation.
• Support paralegals in obtaining records from external sources.
• Help with mail room operations as required.

Benefits

• Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED