Records Specialist

K2 Services • Boston, MA

2d • $19 - $21

About The Position

The Records Specialist supports records and information management operations within Opensity Solutions client environments. The role provides records creation, circulation, storage, tracking, transfer, retention, and digitization services while ensuring compliance with organizational policies and records management procedures. It helps maintain accurate records systems, support file lifecycle management, and ensure 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.

The role is based in Boston, Massachusetts. Compensation is up to $21.00 per hour, with actual compensation dependent on location, skills, experience, and qualifications.

Requirements

• High school diploma or GED.
• Strong understanding of records management principles, document control, and file lifecycle management.
• Excellent attention to detail, organizational skills, and accuracy.
• Ability to manage multiple priorities and maintain productivity in a fast-paced operational environment.
• Strong verbal and written communication skills and a customer service-oriented mindset.
• Ability to maintain confidentiality and securely handle sensitive client information.
• Strong problem-solving and analytical abilities.
• Experience working with records management systems and document management platforms.
• Ability to work independently and collaboratively within a team.
• Proficiency in Microsoft Office Suite.
• Physical ability to lift, move, organize, and transport records and materials safely, including lifting or moving items weighing up to 40 pounds.
• Ability to walk, bend, kneel, stand, or sit for extended periods.
• Ability to move packages and records using standard wheeled carts with load capacities up to 75 pounds.

Nice To Haves

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

Responsibilities

• Register, create, organize, and maintain physical and electronic files within Records Management Systems.
• Track records circulation and movement to and from authorized client personnel, maintaining accurate activity logs.
• Prepare inactive records for offsite storage, archiving, digitization, or secure disposition according to retention schedules and client requirements.
• Perform file culling, categorization, indexing, and records cleanup.
• Assist with file transfers, matter mobility projects, retention initiatives, and records disposition.
• Maintain accurate labeling, indexing, and metadata standards for retrieval and accessibility.
• Manage storage, retrieval, and organization of records stored onsite and with offsite vendors.
• Conduct routine inventories and audits of onsite and offsite records.
• Assist authorized personnel with locating, retrieving, and returning records.
• Monitor records access and circulation for compliance with confidentiality, security, and handling procedures.
• Coordinate records shipments, transfers, and deliveries and maintain chain-of-custody documentation.
• Ensure records activities comply with client requirements, organizational policies, retention schedules, and information governance standards.
• Maintain 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 professionally and in accordance with privacy standards.
• Identify opportunities to improve records management workflows and operational efficiency.
• Prepare operational reports on records activity, inventory management, file tracking, and departmental performance metrics.
• Maintain records documentation and reporting systems.
• Assist with administrative and operational tasks for records management projects and departmental initiatives.
• Collaborate with clients, operational teams, and leadership to support records-related requests and service needs.
• Participate in training and development on records systems, operational procedures, and compliance standards.
• Support team collaboration and maintain a professional, customer-focused approach.
• Promote operational excellence, organization, and adherence to company service standards and workplace policies.

Benefits

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

What This Job Offers

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