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

Responsibilities

• Records Management Oversight
  • Support the implementation and maintenance of records management policies and procedures to ensure consistent practices across the organization.
  • Monitor records management systems to ensure accuracy, functionality, and continuous improvement.
  • Stay informed on industry best practices and emerging technologies to enhance records management processes.
• Records Classification & Indexing
  • Maintain a structured classification and indexing system to ensure records are organized and easily accessible.
  • Apply standardized procedures to categorize records accurately and consistently.
  • Ensure records are properly labeled and metadata is captured to support efficient search and retrieval.
• Records Storage & Retrieval
  • Manage both physical and digital records storage, ensuring organization, security, and accessibility.
  • Safeguard sensitive and confidential records by following established security protocols.
  • Assist staff with locating and retrieving records in a timely and efficient manner.
• Compliance & Regulatory Standards
  • Ensure adherence to data protection, privacy, and records retention policies.
  • Follow established records retention and disposal schedules to maintain compliance with regulatory requirements.
  • Support legal and compliance teams with records-related requests as needed.
• Quality Control & Auditing
  • Conduct regular reviews and audits of records to ensure accuracy, completeness, and compliance.
  • Identify discrepancies and implement corrective actions to maintain data integrity.
  • Maintain a high standard of accuracy and attention to detail in all records processes.
• Training & Development
  • Participate in ongoing training programs, including the use of internal learning platforms, to stay current on records management procedures and tools.

Requirements

• Previous experience in records management preferred
• Strong organizational and document management skills
• High level of attention to detail and accuracy
• Ability to manage confidential information with professionalism
• Strong communication and teamwork skills
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift, or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand, or sit for an extended period of time

Pay

$22–$25 per hour. This role may be eligible for an annual bonus.

Schedule

Monday–Friday (7:00 AM–4:00 PM or 8:00 AM–5:00 PM)

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

Location

Palo Alto, CA