Records Specialist

Holland & Knight LLP; Tysons (VA); On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Medical plan

Dental & vision

Life & AD&D insurance

Disability insurance

401(k) with profit sharing

Job summary

Holland & Knight seeks a Records Specialist to join our Tysons team, contributing to records retention, indexing, and compliance in a fast-paced firm environment.

You will maintain the firm’s records management system, coordinate data clean-up tasks, and generate reports for internal clients while ensuring confidentiality and accuracy. Strong organization and communication are essential.

Qualifications

• Bachelor’s Degree or equivalent combination of education and experience.
• 3+ years’ professional experience in positions requiring the maintenance of administrative and client records.
• Prior law firm experience preferred.

Responsibilities

• Files, computerized indexes and maintain records in the firm’s records management system.
• Maintains records systems and procedures to facilitate the orderly operation, retention, and disposition of records.
• May serve as a liaison between users and offsite vendors regarding operational issues.
• Coordinates various data clean-up tasks, including standardizing records classifications.
• Generate reports.
• Assists internal clients with questions or issues related to records management operations.
• Trains new staff and may conduct periodic training sessions for existing staff on departmental processes and procedures.
• Manages sensitive and/or confidential documents.
• Assists with departmental coverage as needed.
• Assists Director of Records with annual reviews of Records Management Program.
• Develop departmental procedures as needed.
• Special projects and duties as assigned.

Skills

Database skills

Independent work

Multi-tasking

Organizational skills

Communication skills

Keyboarding 40 wpm

Education

Bachelor’s Degree or equivalent

Job description

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

General Description

We are seeking a Records Specialist to join our team. This is an exciting opportunity to work in a dynamic and fast-paced environment and contribute to the growth and success of our Firm.

Key Responsibilities and Essential Job Functions

• Files, computerized indexes and maintain records in firms’ records management system.
• Maintains records systems and procedures to facilitate the orderly operation, retention, and disposition of records.
• May serve as a liaison between users and offsite vendors regarding operational issues.
• Coordinates various data clean-up tasks, including standardizing records classifications.
• Generate reports.
• Assists internal clients with questions or issues related to records management operations.
• Trains new staff and may conduct periodic training sessions for existing staff on departmental processes and procedures, including providing guidance and technical assistance.
• Manages sensitive and/or confidential documents.
• Assists with departmental coverage as needed.
• Assists Director of Records with annual reviews of Records Management Program.
• Develop departmental procedures as needed.
• Special projects and duties as assigned.

Required Skills

Strong computer and database skills. Strong initiative and the ability to work independently with minimal direct supervision. Ability to muti-task and priorities tasks appropriately. Excellent organizational skills. Effective oral communication skills, including the ability to interact effectively with firm personnel at all levels with a high degree of professionalism. Intermediate keyboarding skills (40 accurate words per minute or greater).

Required Qualifications & Education

Bachelor’s Degree or any equivalent combination of education and experience. 3+ years’ professional experience in positions requiring the maintenance of administrative and client company records.

Preferred Qualifications & Education

Prior law firm experience helpful.

Physical Requirements

Ability to sit or stand for extended periods of time. Moderate or advanced keyboard usage. Ability to lift heavy boxes at a minimum of thirty pounds.

Salary

The base salary range for this position is $26.00 - $39.00 per hour. An individual's actual compensation will depend on the individual's qualifications and experience. In addition to the base compensation, Holland & Knight provides bonus opportunities and an exceptional benefits package.

Benefits

• comprehensive medical (PPO and HDHPs)
• dental and vision plans including coverage for domestic partners
• life and AD&D insurance
• short and long term disability insurance
• tax-advantaged accounts for health care expenses, including FSAs and HSAs
• FSAs for dependent care
• health advocacy services
• behavioral health and counseling resources for all family members
• 401(k)
• profit sharing
• backup dependent care
• senior care planning support
• resources for individuals with development disabilities and their caregivers
• and paid holidays and other paid time off, including paid leave for new parents

Equal Opportunity

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.

Privacy and Background Check

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.

Holland & Knight is proud of having built one of the largest, most respected law firms in the world today. Holland & Knight has been advising clients for more than 130 years and has approximately 2,200 lawyers across the U.S. and in five international offices. Holland & Knight services clients globally. Known for our extraordinary legal service to clients, our culture of excellence, and our commitment to the communities in which we work, we are a firm of people who truly believe in what we do. We invite you to experience what Holland & Knight has to offer. It takes more than lawyers to build a great law firm and, as a result, the firm employs more than 1,700 business professionals. Business professionals play a pivotal role in the firm by planning and implementing strategic initiatives to enhance the firm’s capabilities and drive growth. The firm employs business professionals in many different areas, including technology innovation, pricing, business development, finance, talent acquisition, marketing, information governance, cybersecurity, information technology, talent development, compliance, office administration, communications, and project management, just to name a few. Additionally, the firm employs many paralegals and practice assistants who directly support our lawyers and clients. Together, these roles form the infrastructure that allows our lawyers to focus on providing exceptional client service.