Records & Document Management Assistant

Job Description

Job Description

Records Clerk / Information Governance Assistant

Location: Austin, TX 78746
Pay: $20.00–$25.00 per hour
Job Type: Full-Time: (9am - 5pm): Monday - Friday
Experience Level: 1–3 years

About the Role

We are seeking a highly organized and detail-oriented Records Clerk / Information Governance Assistant to join our team. This position will be responsible for maintaining organized, accurate, and accessible digital and physical records while supporting attorneys, paralegals, and administrative staff.

The ideal candidate is someone who enjoys organization, document management, and process improvement and who takes pride in accuracy and attention to detail.

This is an exciting opportunity to play an important role in preparing the firm's document systems for the implementation of AI-assisted document drafting and automation . Previous AI experience is not required.

Key ResponsibilitiesRecords & Document Management

• Maintain organized digital folders for clients, legal matters, administrative hearings, and litigation.
• Organize, index, archive, and maintain digital and physical records.
• Apply established file naming conventions, metadata, and document organization standards.
• Conduct routine audits of digital records to ensure accuracy and completeness.
• Assist with digitizing and organizing historical or legacy files.
• Maintain accurate document indexes and tracking logs.

Document Governance & AI Preparation

• Clean up and organize legacy documents, including formatting, naming, categorization, and metadata.
• Maintain the firm's library of approved templates and documents.
• Ensure attorneys and paralegals have access to current and approved documents.
• Assist with version control and document tracking.
• Prepare documents and records for future integration into an AI-assisted drafting system.
• Maintain organized and properly tagged documents as new technology systems are implemented.

Legal & Administrative Records Support

• Organize and archive meeting packets, agendas, notices, resolutions, exhibits, and related materials.
• Maintain historical records and ensure documents are easily accessible.
• Organize litigation materials, including pleadings, motions, briefs, discovery files, exhibits, and hearing materials.
• Assist with indexing large document sets for administrative hearings.
• Support attorneys, paralegals, and legal assistants with document-related requests.

Internal Support

• Respond to requests for archived records and historical documents.
• Maintain internal tracking sheets, logs, and document indexes.
• Work closely with attorneys, paralegals, legal assistants, and administrative staff.
• Follow established procedures, checklists, and document management standards.
• Assist with information governance and compliance-related processes.

Qualifications

• 1–3 years of experience in records management, document control, legal documentation, administrative support, or a related field.
• Strong attention to detail and excellent organizational skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently and follow established procedures.
• Strong computer skills and proficiency with Microsoft Word, Excel, and Outlook .
• Experience with Adobe Acrobat and cloud-based document storage systems such as Dropbox is preferred.
• Ability and willingness to learn new document management, automation, and AI-enabled systems.
• Experience with digital archiving, document control, or credentialing is a plus.
• Legal, municipal, or public-sector experience is a plus but not required.
• Previous AI or document automation experience is a plus but not required.

What We're Looking For

The ideal candidate will be:

• Highly organized and detail-oriented.
• Reliable and process-driven.
• Comfortable working with confidential information.
• A strong problem-solver who takes initiative.
• Comfortable asking questions and clarifying instructions when needed.
• Able to remain calm and organized in a deadline-driven environment.
• Committed to accuracy and quality.
• Interested in learning and working with emerging technology.

Pay: $20.00–$25.00 per hour, depending on experience.

If you are organized, detail-oriented, technology-minded, and enjoy creating efficient systems, we encourage you to apply!

Work Location: In person