Records Manager

SDCBA Resource Hub; Dallas (TX); Remote; USD 70,000 - 90,000; Full time

Job summary

Level Legal is seeking a mid-level Records Manager to oversee the complete case file lifecycle for the UAC program, including compilation, closure, and secure storage with strict adherence to NARA specifications.

The role requires administering litigation holds, maintaining inventories and retention schedules, and ensuring privacy and information-security compliance across SharePoint and connected systems. This remote position supports audits and data requests for the agency.

Qualifications

• Experience in federal records management or PMO environments.
• Knowledge of NARA transfer specifications and container standards.
• Ability to administer litigation holds and preserve chain of custody.
• Familiarity with FOIA requests and agency data calls.

Responsibilities

• Manage end-to-end case file lifecycle including compilation, indexing, and secure storage.
• Prepare, package, and ship retired records per NARA specs to the Federal Records Center.
• Administer litigation holds and coordinate with counsel; document chain of custody.
• Maintain retention schedules, inventories, and disposition logs.
• Control documents in electronic repositories with access controls and versioning.
• Support audits and FOIA-related searches with accurate record production.
• Develop desk procedures, filing plans, and training materials for PMO staff.
• Ensure compliance with privacy requirements and information-security policy.

Skills

Records management

Litigation holds

FOIA responses

SharePoint

NARA compliance

Data retention

Documentation control

Tools

SharePoint

SF135

Job description

Level Legal owns federal records management for its HHS/ORR UAC Legal Services PMO. This mid-level resource is responsible for the complete case file lifecycle — compilation, closure, and secure storage — and for the physical packaging and shipment of records to the ORR Federal Records Center in strict accordance with NARA specifications. The Records Manager also administers litigation holds, ensuring program records are preserved, retrievable, and defensible at all times. This is a remote position.

KEY RESPONSIBILITIES

• Manage the end-to-end case file lifecycle: compilation, indexing, quality check, closure, and secure storage of records supporting the UAC program.
• Prepare, physically package, and ship retired records to the ORR Federal Records Center in full compliance with NARA records transfer specifications (container standards, labeling, SF135 transmittals, and shipment scheduling).
• Administer litigation holds: issue, track, and release holds; coordinate with Level Legal and HHS counsel; document chain of custody for held records.
• Maintain the program’s records inventory, retention schedule mapping (NARA-approved schedules / HHS records schedules), and disposition logs.
• Operate and enforce document control in the program’s electronic repositories (SharePoint and connected systems), including access controls and version integrity.
• Support audits, FOIA-related searches, and agency data calls by locating and producing records accurately and on time.
• Develop and maintain records management desk procedures, filing plans, and training materials for PMO staff and subcontractors.
• Ensure all records handling complies with HHS privacy requirements and Level Legal information-security policy; report and remediate any mishandling.
• Coordinate physical shipment logistics (secure transport, tracking, receipt confirmation) with the Federal Records Center.