Legal Records Specialist

Opensity Solutions • Milwaukee, WI

6d • Onsite

About The Position

Opensity Solutions is seeking a detail-oriented, client-focused Records professional to support records and information governance operations for an AmLaw 100 client in Milwaukee. This role is responsible for the lifecycle management of physical records, including creation, classification, circulation, storage, digitization, and disposition, in accordance with the Firm’s retention policies and IG best practices.

Requirements

• High School Diploma or GED required
• Experience with Microsoft Office Suite required, specifically Microsoft Excel
• Ability to lift and move materials up to 40 lbs
• Ability to transport files using carts (up to 75 lbs capacity)
• Ability to stand, walk, bend, or sit for extended periods

Nice To Haves

• Associate degree or bachelor's degree preferred
• 1–2 years of records, file room, or scanning/imaging experience (law firm preferred), or other relevant file management experience
• Experience with legal Records Management Systems preferred, but not required such as: FileTrail iManage Records Manager OpenText / FileSurf LegalKey NetDocuments iCompli or similar RMS platforms
• Strong written and verbal communication skills (client-facing environment)
• High attention to detail and data accuracy
• Ability to manage multiple priorities in a deadline-driven environment
• Solid organizational and problem-solving skills
• Understanding of records lifecycle management and retention principles preferred

Responsibilities

• Communicate effectively with attorneys, legal assistants, and administrative staff regarding records requests, timelines, and policies
• Maintain accurate records within the firm’s Records Management System (RMS), including file creation, indexing, tracking, and status updates
• Coordinate the circulation, retrieval, and return of physical and electronic records, ensuring chain-of-custody and timely delivery
• Support Records-related activities for office moves, consolidations, and renovations
• Conduct first-level review and categorization of records (physical and electronic) to support retention, transfer, digitization, and disposition decisions
• Manage sensitive physical assets, including IP originals and document vault materials, in accordance with firm protocols
• Prepare files for offsite storage, transfer, or scanning, including file culling, labeling, and inventory validation
• Perform inventory audits of physical onsite records, reconciling discrepancies and updating RMS data accordingly
• Coordinate secure shredding services and maintain destruction logs
• Support the Firm’s IG policy around file transfer activities, including compiling inventories, staging records for attorney/client review, and preparing shipments
• Conduct quality control reviews of digitized document sets ensuring quality and consistency
• Ensure compliance with firm retention policies, legal holds, and IG protocols

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

What This Job Offers

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