Records Specialist

K2 Services; New York (NY); On-site; USD 22,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking a Records Specialist to support records management operations within client environments. Responsibilities include creating, organizing, and tracking both physical and electronic files, ensuring accuracy and compliance with retention schedules, and supporting digitization and offsite storage processes.

The role emphasizes confidentiality, meticulous record-keeping, and collaboration with Records Leadership Team or Client Relations Manager.

Qualifications

• Strong understanding of records management principles and file lifecycle management.
• Excellent attention to detail with organizational and accuracy skills.
• Ability to manage multiple priorities in fast-paced environments.
• Strong verbal and written communication with a customer service mindset.
• Ability to maintain confidentiality and securely handle sensitive information.

Responsibilities

• Register, create, organize, and maintain physical and electronic files in RMS.
• Track circulation and movement of records with activity logs.
• Prepare inactive records for offsite storage or digitization per retention schedules.
• Perform file culling, indexing, and metadata accuracy.
• Assist with transfers, retention initiatives, and disposal activities.
• Monitor access and ensure confidentiality and security compliance.
• Coordinate shipments and maintain chain-of-custody documentation.

Skills

Records management

Documentation

Attention to detail

Communication

Confidentiality

Problem solving

Team collaboration

MS Office

Organizational skills

Independent work

Education

No degree specified

Tools

RMS

Document management systems

MS 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:

Ourmissionis to providemodernized technology platforms,elevated technology support, andvaluable insights, empoweringour clientsto excel inwhat they do best.

Job Description

The Records Specialistis responsible forsupporting records and information management operations within Opensity Solutions client environments. This role provides records creation, circulation, storage, tracking, transfer, retention, and digitization services while ensuring compliance with organizational policies and records management procedures. The Records Specialist plays a critical role inmaintainingaccuraterecords systems, supporting file lifecycle management, and ensuring the secure handling and accessibility of physical and electronic records. The position reports to the Records Leadership Team or Client Relations Manager and is classified as non‑exempt.

ROLES & RESPONSIBILITIES:

Records Management & File Operations:

• Register, create, organize, andmaintainphysical and electronic files within Records Management Systems (RMS).

• Track the circulation and movement of records to and from authorized client personnel whilemaintainingaccuraterecordsactivity logs.

• Prepare inactive records for offsite storage, archiving, digitization, or secure dispositionin accordance withestablished retention schedules and client requirements.

• Perform file culling, categorization, indexing, and records cleanup activities to support records management initiatives and operational efficiency.

• Assistwith file transfers, matter mobility projects, retention initiatives, andrecordsdisposition activities as directed.

• Maintainaccuratelabeling, indexing, and metadata standards to ensure efficient retrieval and accessibility of records.

Storage, Retrieval & Inventory Management:

• Manage the storage, retrieval, and organization of records stored onsite and with offsite storage vendors.

• Conduct routine inventories and audits of records stored at client facilities and offsite storage locations to ensure accuracy and accountability.

• Assistauthorized personnel with locating, retrieving, and returning records ina timelyand professional manner.

• Monitorrecordsaccess and circulation to ensure compliance with confidentiality, security, and records handling procedures.

• Coordinaterecordsshipments, transfers, and deliveries whilemaintainingaccuratechain-of-custody documentation.

Compliance & Quality Assurance:

• Ensure records management activitiescomply withclient requirements, organizational policies, retention schedules, and information governance standards.

• Maintainaccuratetracking, monitoring, and documentation ofrecordsactivity, service requests, operational logs, overtime, and billing-related entries.

• Supportrecordsaudits and quality control initiatives to ensure data integrity, accuracy, and operational compliance.

• Handle confidential and sensitive client information with professionalism, discretion, and strict adherence to privacy standards.

• Identifyopportunities for process improvements and operational efficiencies within records management workflows.

Reporting & Administrative Support:

• Prepare operational reports related torecordsactivity, inventory management, file tracking, and departmental performance metrics.

• Maintainaccuraterecordsdocumentation and reporting systems to support operational transparency and compliance.

• Assistwith administrative and operational tasks related to records management projects and departmental initiatives.

• Collaborate with clients, operational teams, and leadership to support records-related requests and service needs.

Training & Operational Support:

• Participate in ongoing training and development programs related to records management systems, operational procedures, and compliance standards.

• Support team collaboration andmaintaina professional, customer-focused approach in all client and workplace interactions.

• Promote operational excellence, organization, and adherence to Opensity Solutions service standards and workplace policies.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong understanding of records management principles, document control, and file lifecycle management.

• Excellent attention to detail with strong organizational and accuracy skills.

• Ability to manage multiple priorities andmaintainproductivity in fast-paced operational environments.

• Strong verbal and written communication skills with a customer service-oriented mindset.

• Ability tomaintainconfidentiality and securely handle sensitive client information.

• Strong problem-solving and analytical abilities with attention to operational accuracy.

• Experience working with records management systems and document management platforms.

• Ability to work independently and collaboratively within a team environment.

• Proficiencyin Microsoft Office Suite and operational technology systems.

• Physical ability to lift, move, organize, and transport records and materials safely.

The Compensation range for this role is up to 24.00 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 insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

#LI-KB1

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.