Lead Legal Records Associate

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Typical Schedule: Monday–Friday, 8:00AM - 5:00PM

As a Lead Records Associate
, you’ll play a pivotal role in keeping the firm’s legal operations organized and efficient. You are the go‑to person for managing, maintaining, and retrieving critical case files, ensuring attorneys and staff have the information they need, exactly when they need it. This role combines organization, leadership, and attention to detail — helping the office run smoothly while contributing directly to client success.

If you’re highly organized, detail‑oriented, and enjoy keeping things running smoothly behind the scenes, this role is for you.

• 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.

• 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 shredding and secure disposal of sensitive documents.
• Assist with trial binder and exhibit preparation.
• Support paralegals in obtaining records from external sources.
• Help with mail room operations as required.

• High School Diploma required; college degree preferred.
• Strong attention to detail and organizational skills.
• Ability to multitask, prioritize, and take initiative.
• Excellent communication skills for collaborating with attorneys, staff, and external vendors.
• Proficiency with computer systems, scanning, and electronic database management.
• Accurate keyboarding and data entry skills.

• 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

The Lead Records Associate ensures that the firm’s case files and records are accurate, secure, and accessible. By keeping information organized and readily available, you empower attorneys and staff to deliver exceptional service to clients. This role is essential for smooth operations and directly contributes to the success of the firm’s legal work.

The expected compensation is an estimate, and the final offer will depend on skills, experience, and other job‑related factors.

No AI or automated decision‑making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse applicant tracking system, which does not apply AI in these parts of the hiring process.

This posting is for an existing vacancy.

$21 – $23 USD

• Career Growth:
  An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
• Learning & Development:
  At SPS, we promote a work culture of learning so that you can develop to be the best at what you do!
• We Recognize Talent:
  We offer a variety of recognition programs for all levels of employees!
• Benefit Offerings:
  Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identity Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
  • Note:
    
    Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

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