Records Specialist

Holland & Knight; Virginia; On-site; USD 36,000 - 54,000; Full time

Benefits offered by this job

Bonus opportunities

Comprehensive benefits package

Job summary

Holland & Knight seeks a Records Specialist to organize and maintain firm records, forms, and information. You will support the Records Management Program, train staff, and manage sensitive documents in a fast-paced environment.

Required: Bachelor’s degree or equivalent and 3+ years of records maintenance experience. Prior law firm experience is a plus; strong computer and database skills are essential.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 3+ years’ professional experience maintaining administrative or client records.
• Preferred: prior law firm experience.

Responsibilities

• Files, indexes, and maintains records in the firm’s records management system.
• Maintains records systems and disposition procedures; liaises with offsite vendors as needed.
• Coordinates data clean-up tasks and standardizes record classifications.
• Generates reports for internal clients and stakeholders.
• Assists with questions about records management operations.
• Trains staff on processes and provides technical guidance.
• Manages confidential documents and assists with departmental coverage.
• Supports annual reviews of the Records Management Program.
• Develops departmental procedures as needed.
• Executes special projects and other duties as assigned.

Skills

Database skills

Independent worker

Multi-tasking

Organizational skills

Communication skills

Typing speed 40 wpm

Education

Bachelor’s Degree or equivalent

3+ years records maintenance experience

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. The Records Specialist is responsible for organizing and maintaining firm records, forms, and information.

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.

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:

Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

Below are the benefits we offer: 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.

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.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

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.