Records Manager

McPhail Sanchez, LLC; Lufkin (TX); Remote; USD 60,000 - 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 PMO, including compilation, indexing, closure, and secure storage. The role requires attention to detail and strict adherence to privacy and compliance standards.

The position involves packaging and shipping records to the ORR Federal Records Center in accordance with NARA transfer specifications, administering litigation holds, and maintaining controls across SharePoint and related

Qualifications

• Experience with federal records management and PMO processes.
• Knowledge of NARA specifications and transfer procedures.
• Experience with SharePoint and electronic records repositories.

Responsibilities

• Manage end-to-end case file lifecycle including storage.
• Package and ship records to ORR Federal Records Center per specs.
• Administer litigation holds and document custody.
• Maintain inventory, retention schedules, and disposition logs.
• Enforce document controls in SharePoint and related systems.
• Support audits, FOIA searches, and data calls.
• Create desk procedures and training materials for PMO staff.
• Ensure privacy compliance and policy adherence.
• Coordinate shipments with Federal Records Center.

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.