Legal Records Specialist

Posted 2 days ago

opensity solutionsSouth Milwaukee (WI)

Document Management Specialists Office Administrative Services

SENIORITY

Senior

SALARY

$19.00 - $21.00 per hour

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About the role

About Us: 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.

Job Description: 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.

Core 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

Qualifications & Requirements:

High School Diploma or GED required
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
Technical Skills
Experience with Microsoft Office Suite required, specifically Microsoft Excel
Experience with legal Records Management Systems preferred, but not required such as:
FileTrailiManage Records Manager
OpenText / FileSurfLegalKeyNetDocumentsiCompli or similar RMS platforms

Core Competencies:

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

Physical Requirements:

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

CompensationThe compensation range for this role is $19.00 - $21.00 USD per hour, depending on experience, qualifications, and role level. All eligible employees receive access to a comprehensive benefits package, including: Medical insurance Dental insurance Vision insurance 401(k) retirement plan Paid Time Off (PTO)#INDHPOpensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.

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