Records & Compliance Paralegal for Litigation Support

Hamilton & Miller, PA; Torch of Friendship (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive compensation

Flexible work environment

Comprehensive benefits package

Biometric Wellness Screenings

401(k) with company match

Job summary

Hamilton Miller & Birthisel LLP is seeking a Records & Compliance Paralegal Assistant to manage procurement, receipt, processing, and tracking of third-party records in support of litigation matters. You will coordinate subpoena compliance, monitor requests with vendors and custodians, review records for completeness, and maintain accurate tracking systems to ensure timely production.

The role requires meticulous attention to detail, strong organizational skills, and the ability to handle a high

Qualifications

• Minimum 2 years of experience in legal records procurement, subpoena compliance, records retrieval, claims support, or litigation support.
• Experience obtaining medical, employment, financial, insurance, and governmental records preferred.
• Associate's degree, paralegal certificate, or equivalent combination of education and relevant experience preferred.
• Experience in a law firm, records retrieval company, insurance defense environment, or litigation support role preferred.

Responsibilities

• Prepare, transmit, and monitor records requests, authorizations, subpoenas, and follow-up correspondence.
• Track all record requests from initiation through receipt using internal databases and tracking systems.
• Monitor response deadlines and proactively follow up with custodians, vendors, medical providers, employers, governmental entities, and other third parties.
• Maintain detailed notes regarding procurement efforts and compliance status.
• Review incoming records to verify completeness, readability, and compliance with the request.
• Identify missing date ranges, attachments, billing records, imaging studies, or other potentially responsive materials.
• Organize, electronically label, and save records according to firm naming conventions and document management procedures.
• Perform OCR processing, bookmarking, pagination, and Bates labeling as required.
• Merge, separate, and categorize records into appropriate case-specific folders.
• Coordinate with record retrieval vendors regarding procurement status, expedited requests, and supplemental productions.
• Review and process invoices related to records procurement and custodian fees.
• Verify charges comply with applicable statutory requirements and client billing guidelines.
• Maintain records procurement cost tracking logs.
• Generate status updates and reports regarding outstanding and completed records requests.
• Maintain accurate production logs and records inventories.
• Assist with preparation of records summaries by ensuring records packages are complete and properly submitted.

Skills

Troubleshooting

Interpersonal skills

Communication

Organizational skills

Time management

Independent worker

Team collaboration

Professionalism

Education

Associate's degree or paralegal certificate

Job description

Hamilton Miller & Birthisel LLP is seeking a Records & Compliance Paralegal Assistant to manage procurement, receipt, processing, and tracking of third-party records in support of litigation matters. You will coordinate subpoena compliance, monitor requests with vendors and custodians, review records for completeness, and maintain accurate tracking systems to ensure timely production.

The role requires meticulous attention to detail, strong organizational skills, and the ability to handle a high