SPS
Job Title
Lead Records Associate (Legal Records Associate)
Job Overview The Lead Records Associate is responsible for managing, organizing, and maintaining case files and related records to ensure accuracy, accessibility, and compliance with firm standards. The role involves supervising daily filing activities, supporting staff with records requests, and assisting with administrative tasks that contribute to the efficient operation of the office.
Typical Working Hours Monday to Friday, 8:00 AM to 5:00 PM.
Responsibilities
Open and set up new case files, including preparing file labels and sub‑file lists.
Accurately index, file, and organize documents for easy retrieval.
Scan and upload records to the firm’s electronic database system.
Maintain file rooms and cabinets in an orderly, secure manner.
Assist attorneys and staff with locating and retrieving file materials.
Additional Responsibilities
Prepare case files for closing and off‑site storage.
Step in to cover receptionist duties when needed.
Train and mentor interns or student assistants.
Handle the shredding and secure disposal of sensitive documents.
Assist with trial binder and exhibit preparation.
Support paralegals in obtaining records from external sources.
Pitch in with mail room operations as required.
Qualifications
High School Diploma or equivalent required; college degree preferred.
Strong attention to detail and organizational skills for managing large volumes of documents.
Ability to multi‑task, prioritize, and take initiative on projects.
Excellent communication skills for working with attorneys, staff, and external vendors.
Proficiency with computer systems, scanning, and electronic database management.
Accurate keyboarding and data entry skills.
Physical Demands
Lift and carry case files or boxes (up to 25–30 lbs).
Regular walking, bending, and reaching for file storage.
Frequent filing, scanning, and data entry tasks.
Periods of sitting while organizing and reviewing documents.
Travel None or negligible.
Other Duties This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties may change at any time.
Benefits
Career Growth
Learning & Development
Employee Recognition Programs
Medical, Dental, Vision
Health Savings Account (HSA)
Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, etc.
Paid Time Off and other standard benefits.
About SPS SPS is an award‑winning employer of choice offering outsourcing solutions that leverage Intelligent Automation and Robotic Process Automation in more than 22 countries worldwide. The company provides Mailroom Management, Office Services, and Document Processing Services to clients including many Fortune 500 companies.
Equal Employment Opportunity SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, disability or any other status protected by applicable law.
Reasonable Accommodations SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance, please request accommodation at any time.
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Job Overview The Lead Records Associate is responsible for managing, organizing, and maintaining case files and related records to ensure accuracy, accessibility, and compliance with firm standards. The role involves supervising daily filing activities, supporting staff with records requests, and assisting with administrative tasks that contribute to the efficient operation of the office.
Typical Working Hours Monday to Friday, 8:00 AM to 5:00 PM.
Responsibilities
Open and set up new case files, including preparing file labels and sub‑file lists.
Accurately index, file, and organize documents for easy retrieval.
Scan and upload records to the firm’s electronic database system.
Maintain file rooms and cabinets in an orderly, secure manner.
Assist attorneys and staff with locating and retrieving file materials.
Additional Responsibilities
Prepare case files for closing and off‑site storage.
Step in to cover receptionist duties when needed.
Train and mentor interns or student assistants.
Handle the shredding and secure disposal of sensitive documents.
Assist with trial binder and exhibit preparation.
Support paralegals in obtaining records from external sources.
Pitch in with mail room operations as required.
Qualifications
High School Diploma or equivalent required; college degree preferred.
Strong attention to detail and organizational skills for managing large volumes of documents.
Ability to multi‑task, prioritize, and take initiative on projects.
Excellent communication skills for working with attorneys, staff, and external vendors.
Proficiency with computer systems, scanning, and electronic database management.
Accurate keyboarding and data entry skills.
Physical Demands
Lift and carry case files or boxes (up to 25–30 lbs).
Regular walking, bending, and reaching for file storage.
Frequent filing, scanning, and data entry tasks.
Periods of sitting while organizing and reviewing documents.
Travel None or negligible.
Other Duties This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties may change at any time.
Benefits
Career Growth
Learning & Development
Employee Recognition Programs
Medical, Dental, Vision
Health Savings Account (HSA)
Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, etc.
Paid Time Off and other standard benefits.
About SPS SPS is an award‑winning employer of choice offering outsourcing solutions that leverage Intelligent Automation and Robotic Process Automation in more than 22 countries worldwide. The company provides Mailroom Management, Office Services, and Document Processing Services to clients including many Fortune 500 companies.
Equal Employment Opportunity SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, disability or any other status protected by applicable law.
Reasonable Accommodations SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance, please request accommodation at any time.
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