Records Assistant and Digital Specialist

Spherion Staffing, LLC; Naples (FL); On-site; USD 25,000 - 30,000; Full time

Job summary

Spherion Staffing, LLC in Naples, FL is seeking a Records Assistant and Digital Specialist to support records management and digital imaging, ensuring accurate client files and efficient workflow.

You will handle physical and digital records, respond to requests, coordinate off-site storage, and keep the file room organized, with occasional receptionist duties; this role fits organized professionals who thrive in a fast-paced legal office environment.

Qualifications

• Experience in records management and office administration.
• Familiarity with document management systems (iManage preferred).
• Strong written and verbal communication.

Responsibilities

• Assist with managing physical and digital records across multiple offices.
• Respond to records requests from attorneys and staff.
• Coordinate file transfers with off-site storage and scheduling vendor pickups.
• Perform digital management tasks including scanning and organizing statements.
• Support file room organization and occasional reception duties.

Skills

Records management

Attention to detail

Communication

Education

High School

Tools

iManage

Microsoft Office / Outlook

Job description

Are you an organized, detail-oriented professional looking to advance your career with a premier firm? Spherion Naples is seeking a proactive Records Assistant and Digital Specialist in Naples, FL! In this engaging role, you will support critical records management and digital imaging functions while helping streamline daily office operations. From creating and updating client files to managing digital document folders in iManage, your work will keep operations running smoothly and efficiently. If you thrive in a fast paced environment where your dedication makes a direct impact and helps build a better workplace, we want to hear from you!

Responsibilities

• Assist with managing physical and digital records for multi office locations, ensuring all client files, file additions, and original document envelopes are handled accurately.
• Respond promptly to records requests, inquiries, and file retrieval needs from attorneys, coordinators, and administrative staff.
• Coordinate the request, processing, and return of files to and from off site storage, including scheduling vendor pick ups.
• Perform routine digital management duties, including scanning statements, maintaining digital statement folders in iManage, and routing copies appropriately.
• Assist with semi annual file room purges, shelf shifts, and maintaining an organized, fully stocked file room.
• Provide backup support for general office services and reception as needed.

Skills

• One to two years of prior records management, filing, or office administration experience.
• Previous experience using iManage or similar document management systems.
• Ability to work independently under pressure and prioritize multitasking in a fast paced setting.

Experience

1-4 years

Education

High School

Qualifications

• High school diploma or GED equivalent.
• Proficiency with Microsoft Office programs, including Outlook.
• Exceptional organizational skills, high attention to detail, and strong written and verbal communication abilities.
• Physical ability to handle routine bending, squatting, climbing stairs, and lifting boxes up to 30 lbs.
• Flexibility to work a 40 hour work week with occasional overtime and travel between local offices when necessary.

Working hours: 8:00 AM - 5:30 PM

key responsibilities

• Assist with managing physical and digital records for multi office locations, ensuring all client files, file additions, and original document envelopes are handled accurately.
• Coordinate the request, processing, and return of files to and from off site storage, including scheduling vendor pick ups.
• Perform routine digital management duties, including scanning statements, maintaining digital statement folders in iManage, and routing copies appropriately.
• Assist with semi annual file room purges, shelf shifts, and maintaining an organized, fully stocked file room.
• Provide backup support for general office services and reception as needed.

experience

1-4 years

skills

• One to two years of prior records management, filing, or office administration experience.
• Previous experience using iManage or similar document management systems.
• Ability to work independently under pressure and prioritize multitasking in a fast paced setting.

qualifications

• High school diploma or GED equivalent.
• Proficiency with Microsoft Office programs, including Outlook.
• Exceptional organizational skills, high attention to detail, and strong written and verbal communication abilities.
• Physical ability to handle routine bending, squatting, climbing stairs, and lifting boxes up to 30 lbs.
• Flexibility to work a 40 hour work week with occasional overtime and travel between local offices when necessary.

education

High School

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Spherion, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Spherion offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).