Records Specialist

Austin, TX
607 W. 3rd Street
Suite 2500
Austin, TX 78701, USA

Summary: The Records Specialist will play a vital role in supporting the lifecycle management of client and administrative records, with a strong emphasis on matter mobility—including incoming/outgoing transfers, client file releases, and support for lateral attorney onboarding. This position also contributes to the firm’s Information Governance (IG) program, helping ensure that records are managed in accordance with firm policies, client requirements, and professional standards.

The ideal candidate is organized, detail‑oriented, and motivated to learn the foundations of legal records operations and Information Governance.

Essential Duties and Responsibilities:

Essential duties and responsibilities of a Records Specialist at Dickinson Wright include, but are not limited to:

• Matter Mobility
  • Support incoming and outgoing matter transfers, helping prepare file sets, verify required documentation, and ensure accurate tracking.
  • Assist with client‑requested file releases, including locating files, compiling inventories, packaging materials, and coordinating delivery.
  • Help process lateral attorney matter migrations, logging incoming materials and confirming completeness.
  • Maintain accurate documentation related to permissions, releases, and transfer authorization.
  • Communicate with attorneys, client teams, vendors, and external parties regarding file transfer status and requirements.
• Records & Information Management Support
  • Create, classify, and update records within the firm’s Records Management System (RMS) and/or Document Management System (DMS).
  • Assist with routine filing, indexing, metadata entry, and retention assignments.
  • Monitor the status and movement of physical and electronic records to ensure accurate tracking.
  • Support onboarding, offboarding, and project‑based file reviews as needed.
• Information Governance Support
  • Assist in applying IG policies related to records retention, confidentiality, data protection, and secure handling of information.
  • Participate in routine and project‑based records disposition tasks, including preparing lists for attorney review.
  • Identify materials requiring special handling due to confidentiality or client‑specific requirements.
  • Support audits, compliance requests, and IG‑related risk management initiatives.
• Operational & Administrative Responsibilities
  • Assist with Records Department operations, including inventory control, supply management, and space planning.
  • Follow established standard operating procedures (SOPs) and assist in updating them when needed.
  • Provide excellent customer service to attorneys and staff, escalating issues when necessary.
  • Perform other duties as assigned by Records or IG leadership.

Qualifications,

Skills and Abilities

Required:

Records Specialist must:

• Bachelor’s degree from an accredited college or university required.
• Strong organizational skills, attention to detail, and reliability.
• Ability to multitask in a fast‑paced professional environment.
• Familiarity with Microsoft 365 applications (Outlook, Word, Excel, Teams) required.
• Experience in an office, professional services, or law firm environment.
• Exposure to records management or Information Governance concepts preferred.
• Familiarity with systems such as Net Documents, iCompli, or similar preferred.

Working Conditions:

Normal law office environment with little exposure to noise, dust, temperature.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. Please note that a variety of factors determine compensation, including geographic location, experience, relevant degrees and certifications, and other applicable factors authorized by law.

Dickinson Wright offers a generous benefits package for eligible fulltime employees within our U.S. offices, including health, dental, and vision; 401(k) and profit sharing plans; paid vacation; and parental leave. Additional elective programs include a health flexible spending account, a health savings account, identity theft protection, a dependent day care reimbursement account, commuter benefits, life and AD&D insurance, short- and long-term disability protection, an employee assistance program, and emergency travel assistance.

We are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.