Lead Records Associate

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

We’re seeking a detail-oriented Lead Records Associate to support daily file room operations and ensure accurate, organized document management. This role is ideal for someone who takes pride in maintaining structure, enjoys hands-on work, and can balance independent responsibilities with team support.

• Job Title: Lead Law Firm Records Specialist
• Location: Bloomington, MN, 55420
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM
• Pay Rate: $23–$25/hour Full benefits eligibility after 30 days, 5 days of sick time, 10 days of accrued vacation, and tuition reimbursement eligibility after 1 year.

Key Responsibilities

Records & File Management

• Organize, maintain, and manage physical and digital files to ensure accuracy and accessibility
• File incoming documents in the correct order and location with a high level of precision
• Create and update file indexes and maintain structured filing systems
• Retrieve, track, and deliver files, documents, and materials upon request

File Room Operations

• Oversee daily file room activities and serve as a subject matter expert on processes and procedures
• Maintain attorney files and ensure all records are current and properly stored
• Monitor and track file movement, ensuring materials are returned and accounted for
• Support file lifecycle management, including file closing, storage, and destruction processes

Team Support & Collaboration

• Provide guidance and support to file room team members, including leading one Records Associate
• Partner with attorneys, staff, and administrative teams to support document requests and projects
• Assist with special projects, including document organization, audits, and reporting

Administrative & Office Support

• Assist with mailing projects, labeling, and light administrative tasks
• Provide backup support to reception as needed
• Support copy and scanning projects as time allows
• Maintain organization and cleanliness of file rooms, conference rooms, and shared spaces

Physical Requirements

• Ability to lift and move file boxes up to 50 pounds
• Comfortable with extended periods of standing, walking, bending, and reaching
• Ability to work in a physically active environment, including file rooms and storage areas

Qualifications

• 2–5+ years of records or file room experience, preferably within a law firm environment
• Strong organizational skills with high attention to detail
• Experience with records management systems (e.g., NetDocs, FileTrail) is a plus
• Proficiency with Microsoft Office and basic computer applications
• Ability to work independently and as part of a team
• Strong communication skills and a proactive approach to problem-solving
• Ability to manage physical file handling and maintain accuracy under deadlines

Core Strengths

• Detail-oriented with a focus on accuracy and organization
• Reliable and consistent in maintaining structured processes
• Team-oriented with the ability to support and guide others
• Adaptable and responsive to changing priorities

Opensity Solutions, provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

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Opensity is an Equal Opportunity Employer. 

We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. 

Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination. 

Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.