LEGAL AND RECORDS MANAGEMENT SPECIALIST

Volunteers of America Northern Rockies•Sheridan, WY

7d•Onsite

About The Position

The Legal and Records Management Specialist provides legal, contract administration, and records management support to the Senior Vice President of Legal and Compliance and oversees the day-to-day operations of the organization’s records management function. The role independently manages routine legal and contract matters within established parameters; prepares and reviews legal and business documents; coordinates with courts, governmental agencies, outside counsel, and other external parties; and identifies matters requiring escalation or legal review. The specialist works closely with the Senior Vice President of Legal and Compliance, the Director of Compliance, and internal teams to support effective legal and compliance operations and ensure contract administration and records management processes meet organizational, legal, regulatory, and operational requirements. This is an exempt, full-time position based in a professional office environment. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional evening and weekend work as duties demand. Minimal travel is expected. The position has direct supervisory responsibility and may coach and mentor other employees. The organization offers on-the-job training, professional development opportunities, coaching, and career pathways.

Requirements

Demonstrated professional experience in a legal, contract administration, regulatory, or comparable environment, with knowledge, skills, and abilities necessary to perform the position’s essential functions.
Strong written communication skills, including the ability to prepare clear, accurate, and professional correspondence and documents.
Ability to review, interpret, and work with contracts, legal documents, policies, regulations, or other complex written materials.
Strong analytical, organizational, and problem-solving skills; sound judgment; initiative; and ability to work independently within established parameters.
Ability to manage competing priorities, meet deadlines, and identify matters requiring additional review or escalation.
Experience handling confidential and sensitive information professionally and discreetly.
Excellent verbal communication, legal and business writing, research, and problem-solving skills.
Ability to understand contracts, legal documents, statutes, regulations, policies, and other complex written materials; identify issues, deadlines, obligations, and inconsistencies; and appropriately escalate matters requiring legal review.
Excellent organizational skills and attention to detail, with ability to independently manage assignments, priorities, and deadlines.
Sound professional judgment and discretion when handling confidential, privileged, and sensitive information.
Strong supervisory and leadership skills.
Working knowledge of records management principles and practices.
Ability to communicate professionally with courts, governmental agencies, attorneys, organizational leadership, employees, and external parties.
Proficiency with Microsoft Office Suite or related software and ability to learn contract management, electronic health record, records management, and other organizational technology.
Ability to demonstrate behaviors aligned with servant leadership and the organization’s cultural values.
Ability to meet the physical demands described for the job, including regular talking or hearing, close vision and focus adjustment, lifting files, opening filing cabinets, bending or standing on a stool as necessary, and extended computer work.
A specific degree or professional certification is not required.

Nice To Haves

Bachelor’s degree in legal studies, business administration, public administration, healthcare administration, or a related field.
Experience providing direct legal support, including drafting agreements, amendments, legal correspondence, or other legal documents.
Experience conducting legal or regulatory research and communicating with courts, governmental agencies, or outside counsel.
Experience in healthcare, behavioral health, nonprofit, government contracting, or another highly regulated environment.
Supervisory or team-lead experience.
Experience with contract lifecycle management, electronic records management systems, or organizational records management functions.

Responsibilities

Provide substantive legal and administrative support to the Senior Vice President of Legal and Compliance on organizational legal matters.
Prepare routine legal and business documents, including agreements, amendments, notices, correspondence, and memoranda, using established templates, prior agreements, and direction from the Senior Vice President of Legal and Compliance.
Review contracts, agreements, and other legal documents to identify relevant provisions, deadlines, obligations, inconsistencies, and issues requiring further review.
Support contract administration throughout the lifecycle, including initial review, drafting and revision, execution, amendment, renewal, termination, and supporting-document maintenance.
Manage and maintain the organization’s contract management system and assist staff with contract workflow and documentation requirements.
Coordinate routine legal matters and, as directed, communicate with courts, governmental and regulatory agencies, outside counsel, vendors, contracting parties, and other external entities.
Conduct legal, regulatory, contractual, and factual research and summarize relevant information for review by the Senior Vice President of Legal and Compliance.
Maintain legal matter files and help track litigation, administrative matters, legal correspondence, filing requirements, and deadlines.
Manage and coordinate records management functions, including timely and accurate processing of records requests and maintenance of appropriate documentation.
Supervise, train, and provide day-to-day direction to Records Management staff; establish priorities, monitor work quality and timeliness, and support effective records management practices.
Assist with developing, implementing, and maintaining records retention, release, storage, destruction, and related policies and procedures.
Work with the Senior Vice President of Legal and Compliance and Director of Compliance to support compliance with applicable federal, state, and local laws and regulatory requirements.
Assist with legal and compliance risk assessments, audits, reviews, investigations, and other organizational initiatives.
Support routine review and development of organizational policies and procedures, including legal and regulatory research and proposed revisions.
Assist with development, coordination, and delivery of legal and compliance-related training.
Maintain and monitor legal, regulatory, contractual, and other assigned deadlines and help ensure required actions and reporting are completed on time.
Stay informed of relevant legal and regulatory developments and communicate potentially significant developments to the Senior Vice President of Legal and Compliance.
Collaborate with the Director of Compliance and other Compliance Department staff on overlapping legal, compliance, contractual, and records management responsibilities.
Maintain strict confidentiality and appropriately handle attorney-client privileged information, protected health information, personnel information, and other sensitive organizational information.
Exercise sound judgment about matters requiring escalation to the Senior Vice President of Legal and Compliance.
Support the organization’s compliance tone, Code of Conduct, and compliance practices.
Perform other duties as assigned.