Records Specialist

Friendsofkerhonkson; Minneapolis (MN); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off

Job summary

Opensity Solutions is seeking a Records and Office Services Specialist in Minneapolis to manage file creation, circulation, storage, and retention. You will support RMS processes, offsite storage preparation, and client file transfers, while handling mail, facilities, and receptionist tasks in a fast-paced environment.

The role requires at least 1 year in records or customer service, familiarity with FileTrail or similar RM systems, and the ability to lift up to 40 lbs.

Qualifications

• High school diploma or GED required.
• 1 year of work experience in a customer services field or records-related role.
• Familiarity with records management systems and digitization processes.

Responsibilities

• Register new files and track circulation in RMS database.
• Prepare inactive files for storage or digitization and perform file culling.
• Inventory files at client facilities or offsite storage.
• Assist with retention and file transfer activities; prepare indexes and shipments.
• Prepare reports on Records Department activity; track charges and logs.
• Support mail, facilities, and receptionist services as needed.

Skills

Customer service

Multitask

Communication

Attention to detail

Physically capable

Education

High School Diploma or GED

Tools

FileTrail

iManage Records Manager

Autonomy Records Manager

LegalKey

NetDocument

OpenTEXT DM

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 Description:A Records and Office Services Specialist is part of a team that provides records creation, circulation, storage, tracking, transfer and retention services as defined or outlined in Opensity’s service agreement with client. The role also provides various administrative support to our clients which may include; copy, print, mail, hospitality, facilities and receptionist services.Location: MinneapolisPay: 19-21hrSchedule: Monday-Friday (7-4pm)Essential Job ResponsibilitiesRegister new files and track the circulation of files to and from client staff in Records Management System (RMS) databasePrepare inactive files for offsite storage or digitization, performing file culling activities as requestedPerform regular inventory of files stored at client facilities, or offsite storage vendorsAssist client with retention and file transfer activities, obtaining relevant files, preparing file indexes, staging for review, and preparing for shipmentAssist client with clean-up activities, including triage, categorization, and appropriate storage or disposition of contentPrepare reports related to the activity of the Records DepartmentEnsure accurate tracking, monitoring and recording of all charges, overtime, logs and entriesMail Services include metering, sorting, and distributing mail and accountable packages per scheduleFloor Coordination includes the upkeep of copy rooms and stocking of general supplies, delivery of paper, and basic daily maintenanceFacilities Services may include hanging pictures, small office moves, cleaning services and communication with key client contacts regarding building/equipment concerns.Qualifications & RequirementsHigh School Diploma or GEDMinimum of 1 year work experience in a customer services field1 yar file, records, imaging/scanning experienceFamiliarity with FileTrail, iManage Records Manager, Autonomy Records Manager (FileSurf), LegalKey, NetDocument, OpenTEXT DM or similar Records Management SystemsStrong verbal and written communication skillsAbility to multitask with attention to detailAbility to resolve issues with professionalism and tactAbility to lift or move 40 lbs. or greaterAbility to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.Ability to walk, bend, kneel, stand or sit for an extended periods of timeShift:Monday - Friday 7:00 am - 4:00 pmThe Compensation range for this role is 19.00 to 21.00 USD per hour and may be eligible for an annual bonus. 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)#INDHPOpensity 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.