Legal Records Specialist

GBTS; Milwaukee (WI); Sur place; USD 26 000 - 29 000; Plein temps

Avantages offerts par ce poste

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Résumé du poste

Opensity Solutions seeks a detail-oriented Records professional to support records and information governance for an AmLaw 100 client in Milwaukee. You will manage physical records lifecycle, including creation, classification, circulation, and disposition per retention policies.

You will maintain RMS, coordinate transfers, support office moves, and ensure compliance with IG policies and security protocols while delivering accurate inventories and timely services.

Qualifications

• High school diploma or GED required; higher education preferred.
• 1–2 years Records/filing or imaging experience, law firm preferred.
• Strong MS Excel skills and familiarity with RMS platforms.

Responsabilités

• Communicate with attorneys and staff on records requests and policies.
• Maintain RMS by creating, indexing, tracking, and updating status.
• Coordinate circulation, retrieval, and return of records with custody.
• Support moves, consolidations, and office renovations for records.
• Classify and review records to aid retention, transfer, and digitization decisions.
• Manage sensitive assets per firm protocols and prepare files for offsite storage.
• Conduct inventory audits and reconcile RMS data; update records accordingly.
• Coordinate secure shredding and destruction logs.
• Assist IG policy compliance for transfers, inventories, and shipments.
• Perform quality checks on digitized document sets and ensure consistency.

Connaissances

Communication skills

Attention to detail

Multitasking

Teamwork

Formation

High School Diploma or GED

Associate degree preferred

Bachelor's degree preferred

Outils

Excel

FileTrail RMS

iManage Records Manager

OpenText / FileSurf

LegalKey

NetDocuments

Description du poste

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:

Ourmissionis to providemodernized technology platforms,elevated technology support, andvaluable insights, empoweringour clientsto excel inwhat 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:
  • FileTrail
  • iManage Records Manager
  • OpenText / FileSurf
  • LegalKey
  • NetDocuments
  • iCompli 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

Compensation

The 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)

#INDHP

Opensity 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.