Records Specialist
About The Position
The Records Specialist is responsible for the organization, maintenance, retrieval, retention, and disposition of physical and electronic records. This role ensures the firm's information assets remain accurate, secure, accessible, and compliant with established records management policies and legal requirements. The Records Specialist works closely with attorneys, legal assistants, paralegals, and administrative staff to support matter lifecycle management, document organization, records retention, and document management system operations. This position is currently an onsite role.
Requirements
- Experience with document management systems and records management software (NetDocuments and FileTrail preferred).
- Strong organizational and analytical skills.
- Ability to manage multiple priorities in a deadline-driven environment.
- Excellent interpersonal, written and verbal communication skills.
- Strong attention to detail and commitment to confidentiality.
- Proficiency with Microsoft Office applications.
- Proven experience providing high-level administrative support with professionalism, tact, and diplomacy.
- Flexible and adaptable, with the ability to thrive in a dynamic, evolving work environment.
Nice To Haves
- Prior experience in a law firm or other professional services environment is strongly preferred.
Responsibilities
- Create and maintain matter files and records.
- Organize, classify, index, and archive records according to firm standards.
- Monitor retention schedules and assist with approved records disposition.
- Maintain accurate file inventories and audit trails.
- Upload and manage documents within NetDocuments and approved repositories.
- Apply naming conventions and metadata standards.
- Scan, digitize, and quality-check records.
- Assist with electronic matter organization and migration projects.
- Retrieve records for attorneys and staff.
- Coordinate transfers to and from offsite storage vendors.
- Track file movements and maintain chain-of-custody documentation.
- Perform periodic inventory reconciliations.
- Respond to records-related service requests and inquiries.
- Provide guidance on records procedures and best practices.
- Support special projects involving file cleanup, workspace standardization, and records compliance initiatives.
Benefits
- competitive compensation & benefits package
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
