Electronic Records Specialist

About the Role

The Electronic Records Specialist is responsible for coordinating electronic client file transfers, supporting incoming and outgoing records processes, performing document review and quality control, and managing matter closing and records retention project tracking. This position also supports records management procedures, assists with training Records staff, coordinates with IT Engineering and external vendors to resolve file transfer and database-related matters, and processes and maintains physical records in accordance with firm policies and procedures.

What We Offer

• Supportive, adaptable work environment
• Career development through mentoring and training
• Professional growth opportunities
• Competitive pay and comprehensive benefits

Responsibilities

• Manage electronic and physical records in accordance with firm policies and procedures, including coordination of transfer and destruction of offsite files in accordance with the firm's Records Retention Policy
• Coordinate large and complex electronic client file transfers, including:
  • Support firm-wide electronic file transfers, including lateral attorney transfers and incoming or outgoing client data transfers
  • Communicate with internal and external stakeholders involved in electronic client file transfers
  • Create and maintain matter-tracking spreadsheets to manage incoming data and Q&B client/matter information
  • Coordinate and manage Everlaw/Disco databases for large file review projects
  • Perform Records Department quality control reviews of outgoing files to ensure only authorized records are exported
  • Prepare ShareFile exports for approved electronic file transfers
  • Work with IT Engineers and Opensity on larger or more complex data-transfer requirements
  • Participate in bi-weekly meetings with Opensity and prepare and distribute meeting minutes to Q&B and Opensity team members
• Support the annual records retention project, including:
  • Generate and distribute Excel reports and cover communications to responsible attorneys, including CRLs, MSLs, and practice group chairs
  • Track responses and coordinate file transfers and destruction with Records staff in other offices based on approved responses
• Support the semi-annual matter closing project, including:
  • Generate and distribute Excel reports to responsible attorneys identifying matters that meet the designated inactivity parameters
  • Track responses and submit approved matters for closure at both the matter and records levels in the database
• Assist with Aderant/FileTrail software updates and platform initiatives, including:
  • Assist with platform conversions and related initiatives, including Governance and Matter Mobility projects planned for 2027–2028
  • Manage vault records and update FileTrail data as needed (Phoenix office only)
  • Process file check-ins and check-outs (Phoenix office only)
  • Maintain overflow file rooms and assist with file moves and large file-closing projects (Phoenix office only)
  • Create physical files, labels, and corresponding electronic file folders in Aderant (Phoenix office only)
• Test and spot-check data to confirm accuracy and currency
• Update and create procedures as needed
• Participate in meetings with project managers and IT staff
• Maintain and update firm folder and label sets in Aderant/FileTrail
• Manage matter closing and filing forms in FileSite/iManage
• Assist with training new and current Records staff, including:
  • Use Teams to review work and provide additional training as needed
  • Maintain current procedures and create updates as needed
• Perform other duties and back-up responsibilities as assigned

Qualifications

• High school diploma required; some college coursework or an associate degree preferred
• Minimum of five years of records and information management experience, or an equivalent combination of education and experience
• Knowledge of information governance principles is preferred
• Strong attention to detail and accuracy
• Excellent organizational, communication, and interpersonal skills
• Valid Arizona driver's license and proof of insurance (Arizona candidates only)
• Proficiency in Microsoft Office, including the ability to create, organize, and manage large volumes of information in Excel
• Experience with records management databases or similar database software preferred

Pay

• Chicago, San Diego, and Washington D.C.: $26.79 to $40.18/hour
• Denver: $24.35 to $36.53/hour