Records Specialist

Under general direction, this position supports the Firm’s records and information management functions by maintaining physical and electronic records, processing incoming and outgoing files, and ensuring the accurate organization, retention, retrieval, and disposition of information in accordance with firm policies and procedures. The Records Specialist serves as a resource to internal clients regarding records management processes, retention requirements, and file retrieval requests. This position works collaboratively with attorneys, legal support staff, administrative departments, and external vendors to maintain the integrity, accessibility, and security of firm records. The ideal candidate possesses strong organizational skills, attention to detail, and the ability to effectively manage multiple priorities in a service-oriented environment. COMPENSATION At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $25.00 and $29.00. PRIMARY RESPONSIBILITIES Deliver exceptional customer service to attorneys, legal support staff, administrative departments, and external vendors in a professional and responsive manner. Sort, classify, index, and maintain physical and electronic records in accordance with established records management procedures and retention schedules. Create, maintain, and update electronic and imaged records within firm systems to ensure accuracy and accessibility. Prepare and establish new file classifications and sub-files within the firm’s records structure as needed. Retrieve, route, distribute, and track files and records for internal clients while maintaining an accurate file checkout system. Process inactive records, including data entry, inventory maintenance, and coordination of records transfers and storage activities. Coordinate records pickups, transfers, and destruction activities with approved external records management vendors. Perform records searches and indexing activities to provide information regarding file status, location, and availability. Support compliance with firm records retention policies, schedules, and disposition procedures. Assist with the development, maintenance, and enhancement of records management procedures, standards, reference materials, and internal resources. Identify opportunities for process improvements and recommend solutions that enhance operational efficiency and service delivery. Collaborate effectively with attorneys, legal support staff, and shared services departments to support business needs and records-related initiatives. Provide Office Services support as requested by management. Serve as backup reception coverage and perform other administrative support duties as assigned. Perform additional duties and special projects as requested. QUALIFICATIONS Education: High School Diploma or GED required. Additional coursework or training in records management, information management, business administration, or a related field is preferred. EXPERIENCE, SKILLS & COMPETENCIES Experience: Minimum of two (2) to three (3) years of records management, administrative, office services, or related experience required. Experience in a professional service or legal environment is preferred. Technical Skills: Proficiency with Microsoft Office applications, document management systems, database applications, scanning/imaging technologies, and other records management tools. Ability to learn and effectively utilize new technologies. Organizational & Time Management Skills: Demonstrated ability to organize large volumes of information, manage multiple assignments simultaneously, prioritize competing demands, and meet deadlines while maintaining accuracy. Judgment, Initiative & Problem Solving: Ability to apply sound judgment, exercise initiative, identify process improvements, and resolve routine issues while following established procedures and firm guidelines. Communication & Collaboration: Strong verbal and written communication skills with the ability to effectively interact with attorneys, staff, vendors, and other stakeholders in a professional manner. Client Service Orientation: Commitment to delivering responsive, high-quality service while maintaining professionalism and fostering positive working relationships. Confidentiality & Professionalism: Demonstrates discretion and professionalism when handling confidential, sensitive, or proprietary information. Adaptability & Teamwork: Ability to work collaboratively within a team environment, support departmental objectives, and adapt to changing business needs and priorities. WORKING CONDITIONS Primarily performed in an office environment with frequent interaction among attorneys, legal support staff, administrative departments, and external vendors. Regular movement throughout the office is required for records retrieval, filing, and distribution activities. Fast-paced, service-oriented environment requiring strong attention to detail, adaptability, and effective prioritization. Occasional schedule flexibility may be required to support business needs. PHYSICAL REQUIREMENTS Regularly required to sit, stand, or walk for extended periods while performing administrative duties. Ability to lift, carry, push, and pull materials weighing up to 40 pounds. Ability to perform repetitive motions, including filing, scanning, keyboarding, and document handling. Ability to reach, bend, stoop, crouch, balance, and climb as necessary to retrieve and store records. Adequate visual ability to review records, identify color-coded filing systems, read computer screens, and review printed materials. #J-18808-Ljbffr