Records Specialist

K2 Services • New York, NY

2d • $0 - $90,000

About The Position

The Records Specialist is responsible for supporting records and information management operations within Opensity Solutions client environments. This role provides records creation, circulation, storage, tracking, transfer, retention, and digitization services while ensuring compliance with organizational policies and records management procedures. The Records Specialist plays a critical role in maintaining accurate records systems, supporting file lifecycle management, and ensuring the secure handling and accessibility of physical and electronic records. The position reports to the Records Leadership Team or Client Relations Manager and is classified as non-exempt.

Requirements

• High school diploma or GED required
• Proficiency in Microsoft Office Suite required
• Ability to lift or move materials weighing up to 40 pounds.
• Ability to walk, bend, kneel, stand, or sit for extended periods of time.
• Ability to move packages and records using standard wheeled carts with load capacities up to 75 pounds.

Nice To Haves

• Minimum of 1 year of experience in records management, file services, imaging/scanning, document control, or related operational support roles preferred.
• Familiarity with records management systems such as FileTrail, iManage Records Manager, Autonomy Records Manager (FileSurf), LegalKey, NetDocuments, OpenText DM, or similar platforms preferred.

Responsibilities

• Register, create, organize, and maintain physical and electronic files within Records Management Systems (RMS).
• Track the circulation and movement of records to and from authorized client personnel while maintaining accurate records activity logs.
• Prepare inactive records for offsite storage, archiving, digitization, or secure disposition in accordance with established retention schedules and client requirements.
• Perform file culling, categorization, indexing, and records cleanup activities to support records management initiatives and operational efficiency.
• Assist with file transfers, matter mobility projects, retention initiatives, and records disposition activities as directed.
• Maintain accurate labeling, indexing, and metadata standards to ensure efficient retrieval and accessibility of records.
• Manage the storage, retrieval, and organization of records stored onsite and with offsite storage vendors.
• Conduct routine inventories and audits of records stored at client facilities and offsite storage locations to ensure accuracy and accountability.
• Assist authorized personnel with locating, retrieving, and returning records in a timely and professional manner.
• Monitor records access and circulation to ensure compliance with confidentiality, security, and records handling procedures.
• Coordinate records shipments, transfers, and deliveries while maintaining accurate chain-of-custody documentation.
• Ensure records management activities comply with client requirements, organizational policies, retention schedules, and information governance standards.
• Maintain accurate tracking, monitoring, and documentation of records activity, service requests, operational logs, overtime, and billing-related entries.
• Support records audits and quality control initiatives to ensure data integrity, accuracy, and operational compliance.
• Handle confidential and sensitive client information with professionalism, discretion, and strict adherence to privacy standards.
• Identify opportunities for process improvements and operational efficiencies within records management workflows.
• Prepare operational reports related to records activity, inventory management, file tracking, and departmental performance metrics.
• Maintain accurate records documentation and reporting systems to support operational transparency and compliance.
• Assist with administrative and operational tasks related to records management projects and departmental initiatives.
• Collaborate with clients, operational teams, and leadership to support records-related requests and service needs.
• Participate in ongoing training and development programs related to records management systems, operational procedures, and compliance standards.
• Support team collaboration and maintain a professional, customer-focused approach in all client and workplace interactions.
• Promote operational excellence, organization, and adherence to Opensity Solutions service standards and workplace policies.

Benefits

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

What This Job Offers

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