Providence RI

Records Specialist

CM Legal

Records Specialist
General Statement of Duties:
The Records Specialist is responsible for all daily tasks necessary to create and maintain client files throughout their ‎lifecycle.‎
Duties & Responsibilities:

  • Execute defined procedures to ensure compliance with records management policies and procedures according to the Firm’s established standards
  • Maintain a thorough working and training knowledge of the records management system and its functionality
  • Describe procedures and standards to others; interprets instructions; maintains documentation of procedures
  • Using the Firm’s records management system to perform all day-to-day tasks associated with file creation, circulation, maintenance, storage and final disposition
  • Perform specialized data entry and file maintenance duties including; assembly, interfiling, scanning and detailed indexing of records according to established processes and organizational requirements
  • Maintenance and tracking of physical files throughout the matter lifecycle
  • Prepare files, pack boxes and arrange for retrieval, pick-up, and delivery of files/boxes within the Firm and to/from off-site storage
  • Shift and organize physical files to maximize space to store active matter files
  • Coordinate regular destruction tasks and special destruction projects with offsite storage vendor
  • Comply with procedures to identify, track and manage client files that are subject to ethical walls and litigation holds
  • Support management of workrooms including inventory control, tracking and disposition.
  • Participate in records audits and cleanup projects
  • Compile accurate and complete system generated reports using specific criteria
  • Order and manage inventory of departmental supplies
  • Must be available and responsive to attorney, secretary or paralegal questions and concerns
  • Assist end users in adoption and utilization of records management best practices
  • Other duties as assigned

Education & Experience:

  • Bachelor’s Degree highly preferred
  • Minimum 2+ years of records management experience, preferably in a law firm
  • Working knowledge of records management principles and best practices
  • Ability to work independently, with minimum supervision
  • Demonstrated aptitude for problem-solving, attention to detail, and managing issues to satisfactory closure
  • Proven resilience and adaptability in a fast-paced work environment
  • Excellent organizational, interpersonal, communications (both oral and written) and customer service skills with the ability to interact effectively with all levels of Firm personnel
  • Solid working knowledge of Microsoft Office, Outlook, and FileTrail
  • Must be able to routinely retrieve and distribute files, boxes and supplies weighing up to 40 pounds; operate carts or other similar device; retrieve/replace files/boxes from shelves of up to eight feet high

Additional Information:
Supervisory Responsibility – This position has no direct supervisory responsibilities‎.
Work Environment – This position operates in a professional office environment.
Position Type/Expected Work Hours – This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to ‎‎5:00 p.m. Occasional evening and weekend work may be required as job duties demand‎.
Travel – Little to no travel is expected for this position‎.


  • Max. file size: 300 MB.

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