Records Specialist

Opensity Solutions•Palo Alto, CA

1d•$22 - $25•Onsite

About The Position

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services. Our Mission: Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best. We are seeking a detail-oriented and highly organized Records Specialist to support records management operations in a professional office environment in Los Angeles. This role is responsible for maintaining accurate records systems, ensuring compliance with retention policies, and supporting teams with timely record retrieval and organization.

Requirements

Previous experience in records management preferred
Strong organizational and document management skills
High level of attention to detail and accuracy
Ability to manage confidential information with professionalism
Strong communication and teamwork skills
Ability to lift or move 40 lbs. or greater
Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
Ability to walk, bend, kneel, stand or sit for an extended period of time

Responsibilities

Support the implementation and maintenance of records management policies and procedures to ensure consistent practices across the organization.
Monitor records management systems to ensure accuracy, functionality, and continuous improvement.
Stay informed on industry best practices and emerging technologies to enhance records management processes.
Maintain a structured classification and indexing system to ensure records are organized and easily accessible.
Apply standardized procedures to categorize records accurately and consistently.
Ensure records are properly labeled and metadata is captured to support efficient search and retrieval.
Manage both physical and digital records storage, ensuring organization, security, and accessibility.
Safeguard sensitive and confidential records by following established security protocols.
Assist staff with locating and retrieving records in a timely and efficient manner.
Ensure adherence to data protection, privacy, and records retention policies.
Follow established records retention and disposal schedules to maintain compliance with regulatory requirements.
Support legal and compliance teams with records-related requests as needed.
Conduct regular reviews and audits of records to ensure accuracy, completeness, and compliance.
Identify discrepancies and implement corrective actions to maintain data integrity.
Maintain a high standard of accuracy and attention to detail in all records processes.
Participate in ongoing training programs, including the use of internal learning platforms, to stay current on records management procedures and tools.