Records Specialist

About Us:

Opensity Solutions is the largest tech-enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.


Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

As a Records Associate, your role is to assist in the effective management and organization of records within the organization. You will play a key part in maintaining accurate records, both physical and digital, and ensuring their proper storage, classification, and retrieval. Your responsibilities will include entering data into the records management system, categorizing records based on established guidelines, and supporting the team in routine audits to ensure data integrity. As a vital member of the records management department, you will collaborate with colleagues to fulfill record requests promptly and contribute to the implementation of records management policies and procedures. Your attention to detail and adherence to data protection and privacy regulations will be essential in safeguarding sensitive information and maintaining compliance. Your dedication to maintaining an organized and efficient records management system will support various departments in accessing crucial information, ultimately contributing to the smooth functioning of the organization.

RESPONSIBILITIES

• Register new files and track the circulation of files to and from client staff in Records Management System (RMS) database
• Prepare inactive files for offsite storage or digitization, performing file culling activities as requested
• Perform regular inventory of files stored at client facilities, or offsite storage vendors
• Assist client with retention and file transfer activities, obtaining relevant files, preparing file indexes, staging for review, and preparing for shipment
• Assist client with clean-up activities, including triage, categorization, and appropriate storage or disposition of content
• Prepare reports related to the activity of the Records Department
• Ensure accurate tracking, monitoring and recording of all charges, overtime, logs and entries

REQUIREMENTS

• High School Diploma or GED
• 1 years file, records, imaging/scanning experience
• Familiarity with FileTrail, iManage Records Manager, Autonomy Records Manager (FileSurf), LegalKey, NetDocument, OpenTEXT DM or similar Records Management Systems
• Strong verbal and written communication skills
• Detail oriented and attention to detail and accuracy
• Good organization skills with ability to manage multiple tasks
• Ability to life or move 40 lbs. or greater
• Ability to walk, bend, kneel, stand or sit for an extended period of time
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.

The Compensation range for this role is up to 22.50 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.


Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.


We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.


Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.