Records Associate

Opensity solutions; New York (NY); On-site; USD 32,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off

Job summary

Opensity Solutions seeks a Records Associate to prepare, scan, index, and quality-check physical documents for electronic records. You will ensure readability, correct orientation, and secure storage within document management systems.

The role requires attention to detail, the ability to perform repetitive tasks accurately, and strict confidentiality when handling sensitive information in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Experience with document scanning, records management, data entry, or administrative support preferred.
• Experience with Legal Key is a plus.

Responsibilities

• Prepare documents for scanning, including sorting, organizing, removing staples, repairing pages.
• Operate high-volume scanning equipment to convert physical records into electronic files.
• Review scanned images to ensure completeness, readability, and correct orientation.
• Index, categorize, and upload scanned documents into document management systems.
• Maintain accurate tracking of physical and electronic records.
• Perform quality control checks for accuracy and completeness.
• Handle confidential information per company policies and data privacy requirements.
• Assist with retrieval, storage, and movement of records as needed.

Skills

Attention to detail

High-volume scanning

Quality control

Time management

Microsoft Office

Document management systems

Confidentiality

Independent and team work

Education

High school diploma or equivalent

Tools

High-volume scanners

Document imaging systems

Microsoft Office

Job description

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 DescriptionThe Records Associate is responsible for preparing, scanning, indexing, and quality-checking physical documents to create accurate electronic records. This role ensures all documents are properly captured, readable, complete, and securely stored within the organization's document management systems. The position requires strong attention to detail, the ability to perform repetitive scanning tasks with a high degree of accuracy, and a commitment to maintaining confidentiality when handling sensitive information. This position reports to the Lead Records Associate or Client Relations Manager and is classified as non-exempt.Roles & ResponsibilitiesPrepare documents for scanning, including sorting, organizing, removing staples, repairing pages, and ensuring documents are ready for digitization.Operate high-volume scanning equipment to convert physical records into electronic files.Review scanned images to ensure all pages have been captured and are clear, readable, properly oriented, and complete.Identify and correct scanning issues such as missing pages, skewed images, poor image quality, or incomplete document capture.Index, categorize, and upload scanned documents into designated document management systems.Maintain accurate tracking and organization of physical and electronic records throughout the scanning process.Perform quality control checks to ensure digitized records meet organizational standards for accuracy and completeness.Handle confidential and sensitive information in accordance with company policies and data privacy requirements.Assist with the retrieval, storage, and movement of records as needed.Maintain scanning equipment and report equipment issues or required maintenance.Support special digitization projects and other records-related tasks as assigned.Knowledge Skills & AttributesStrong attention to detail and commitment to accuracy.Ability to perform repetitive tasks while maintaining a high level of quality.Strong organizational and time-management skills.Basic computer proficiency, including Microsoft Office and document management systems.Ability to follow established procedures and meet production goals.Strong verbal and written communication skills.Ability to work independently and as part of a team.Commitment to confidentiality and proper handling of sensitive information.Physical RequirementsAbility to lift, carry, and move boxes and documents weighing up to 30 pounds.Ability to stand for extended periods while performing scanning and document preparation tasks.Ability to bend, reach, kneel, and move between workstations as needed.Ability to use scanning equipment and computer workstations for extended periods.QualificationsEducation: High school diploma or equivalent required.Experience: Previous experience in document scanning, records management, data entry, office services, or administrative support preferred. Experience with Legal Key is a plus.Technical Skills: Experience with high-volume scanners, document imaging systems, and Microsoft Office applications preferred.The Compensation range for this role is 23.00 to 26.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.All eligible employees receive access to a comprehensive benefits package, including:Medical insuranceDental insuranceVision insurance401(k) retirement planPaid Time Off (PTO)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.