Electronic Records Specialist

Quarles & Brady LLP; Denver (CO); On-site; USD 30,000 - 51,000; Full time

Benefits offered by this job

Competitive pay

Comprehensive benefits

Paid time off

Health, vision, dental

401k

Life insurance

Disability insurance

Job summary

Quarles & Brady LLP is seeking an Electronic Records Specialist to join our Denver office. You will coordinate electronic client file transfers, support records processes, perform document review, and manage matter closing with project tracking.

You’ll liaison with IT and external vendors to resolve data-transfer issues and maintain physical records per policy. Qualifications include five years in records management, strong attention to detail, and proficiency with Microsoft Office and Excel.

Qualifications

• Minimum of five years of records and information management experience.
• Knowledge of information governance principles is preferred.
• Strong attention to detail and accuracy.
• Excellent organizational, communication, and interpersonal skills.
• Valid Arizona driver’s license and proof of insurance (Arizona candidates only).
• Proficiency in Microsoft Office, including Excel.

Responsibilities

• Manage electronic and physical records in accordance with firm policies and procedures.
• Coordinate the transfer and destruction of offsite files according to Records Retention Policy.
• Coordinate large and complex electronic client file transfers and related activities.
• Support annual records retention and semi-annual matter closing projects with reporting.
• Assist with Aderant/FileTrail platform updates and related initiatives.
• Help train Records staff and maintain procedures; participate in project meetings.

Skills

Records management

Attention to detail

Communication skills

Microsoft Excel

Team collaboration

Education

High school diploma

Associate degree preferred

Tools

Aderant/FileTrail

FileSite/iManage

Everlaw

Disco

Job description

Office Locations: Chicago, Denver, Indianapolis, Madison, Milwaukee, Minneapolis, Naples, Phoenix, San Diego, St. Louis, Tampa, Tucson, Washington D.C.

We are seeking an Electronic Records Specialist to join Quarles in any of our offices. The Electronic Records Specialist is responsible for coordinating electronic client file transfers, supporting incoming and outgoing records processes, performing document review and quality control, and managing matter closing and records retention project tracking. This position also supports records management procedures, assists with training Records staff, coordinates with IT Engineering and external vendors to resolve file transfer and database-related matters, and processes and maintains physical records in accordance with firm policies and procedures.

Grow Your Career at Quarles

At Quarles, your goals matter. We foster a collaborative, inclusive culture where your voice is heard and your growth is supported. Join a team that values creativity, flexibility, and shared success.

What We Offer

• Supportive, adaptable work environment
• Career development through mentoring and training – Professional growth opportunities
• Competitive pay and comprehensive benefits

Be part of a firm where great people achieve great things—together.

Responsibilities/Duties

• Manage electronic and physical records in accordance with firm policies and procedures, including:
  • Coordinate the transfer and destruction of offsite files in accordance with the firm’s Records Retention Policy .
• Coordinate large and complex electronic client file transfers , including :
  • Support firm-wide electronic file transfers , including lateral attorney transfers and incoming or outgoing client data transfers.
  • Communicate with internal and external stakeholders involved in electronic client file transfers .
  • Create and maintain matter - tracking spreadsheets to manage incoming data and Q&B client/matter information .
  • Coordinate and manage Everlaw/Disco databases for large file review projects .
  • Perform Records Department quality control reviews of outgoing files to ensure only authorized records are exported.
  • Prepare ShareFile exports for approved electronic file transfers.
  • Work with IT Engineers and Opensity on larger or more complex data-transfer requirements.
  • Participate in bi-weekly meetings with Opensity and prepare and distribute meeting minutes to Q&B and Opensity team members .
• Support the annual records retention project , including :
  • Generate and distribute Excel reports and cover communications to responsible attorneys , including CRLs, MSLs, and practice group chairs.
  • Track responses and coordinate file transfers and destruction with Records staff in other offices based on approved responses .
• Support the semi-annual matter closing project , including :
  • Generate and distribute Excel reports to responsible attorneys identifying matters that meet the designated inactivity parameters .
  • Track responses and submit approved matters for closure at both the matter and records levels in the database .
• Assist with Aderant/FileTrail software updates and platform initiatives, including:
  • Assist with platform conversions and related initiatives, including Governance and Matter Mobility projects planned for 2027 – 2028 .
  • Manage vault records and update FileTrail data as needed (Phoenix office only).
  • Process file check-ins and check-outs (Phoenix office only).
  • Maintain overflow file rooms and assist with file moves and large file-closing projects (Phoenix office only).
  • Create physical files, labels, and corresponding electronic file folders in Aderant (Phoenix office only).
  • Test and spot-check data to confirm accuracy and currency.
  • Update and create procedures as needed.
  • Participate in meetings with project managers and IT staff .
  • Maintain and update firm folder and label sets in Aderant/FileTrail .
  • Manage matter closing and filing forms in FileSite/iManage.
• Assist with training new and current Records staff, including:
• Use Teams to review work and provide additional training as needed.
• Maintain current procedures and create updates as needed.
• Perform other duties and back-up responsibilities as assigned.

Education/Experience

• High school diploma required; some college coursework or an associate degree preferred.
• Minimum of five years of records and information management experience, or an equivalent combination of education and experience.
• Knowledge of information governance principles is preferred.
• Strong attention to detail and accuracy.
• Excellent organizational, communication, and interpersonal skills.
• Valid Arizona driver's license and proof of insurance (Arizona candidates only)
• Proficiency in Microsoft Office, including the ability to create, organize, and manage large volumes of information in Excel.
• Experience with records management databases or similar database software preferred.

Quarles & Brady offers competitive salaries, bonus and great benefits to employees including paid time off, health, vision, dental, 401k, life, disability and much more. Benefit eligibility is dependent on hours. Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience, education and skills of the applicant, and other job-related factors. The range for this position for individuals physically located in Chicago, San Diego, and Washington D.C. is $26.79 to $40.18/hour. The range for this position for individuals physically located in Denver $24.35 to $36.53/hour.

Quarles is an equal opportunity employer.

If you have any questions or require additional information regarding this position, please contact:

Jade Lorigan, Senior Legal Recruiting Coordinator, [e-mail]