Remote Records Retrieval Specialist

trust Array

Northern (KY)

Hybrid

USD 26,000 - 28,000

Full time

6 days ago

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Benefits offered by this job

People‑focused culture

Competitive pay & incentives

Benefits & 401k

Paid time off

Career growth opportunities

Job summary

Array is seeking a Records Retrieval Specialist to support the Texas Records Retrieval team. This full‑time remote role requires strong time management, accuracy in documentation, and professional communication to drive timely turnaround of records.

You will handle expediting workflows, custodian communications, payment processing, and task tracking to ensure adherence to schedules and client needs. The position emphasizes independent decision‑making, high‑volume task management, and adherence

Qualifications

Experience in records retrieval, expediting, legal support, or a similar workflow‑driven role.
Strong organizational and prioritization skills with the ability to manage high‑volume tasks.
Ability to communicate professionally via phone and email with external custodians.
Experience reviewing invoices and requesting payments through internal systems.
Ability to document actions clearly and accurately within a case management system (MR8 preferred).
Strong attention to detail and ability to follow processes and escalation steps.
Ability to work independently while meeting established quotas, metrics, and daily expectations.

Responsibilities

Complete all assigned parts on the Task Manager daily and meet required productivity metrics.
Communicate proactively with team and manager regarding workload and status updates.
Prioritize custodian contact based on order dates, rush status, or client needs.
Document all custodian interactions accurately in MR8.
Update part status and tracking in MR8 based on real‑time progress.
Review custodian invoices for accuracy and state compliance before requesting payment.
Request credit card or check payments as needed and document all activity.
Handle incoming custodian correspondence via email or fax and upload into MR8.
Answer or return custodian calls daily and manage inquiries professionally.
Process rush orders with urgency and accuracy.
Source and hire reasonably priced notaries and oversee completion of notarization requests.
Review client preferences in MR8 before acting on holds, fee approvals, or special instructions.
Manage multiple types of record requests including pre‑lit, authorization, and subpoena‑based orders.
Follow the daily Expediting Schedule and escape custodian noncompliance per documented steps.
Follow IRS and SSA procedures for required communications and processing.
Self‑report errors, missed tasks, or workflow blockers immediately to management.