Job Description

Records Specialist

Company: Opensity Solutions

Location: In-Office

Schedule: Monday – Friday | 8:30 AM – 5:00 PM

About Opensity Solutions

Opensity Solutions is a trusted provider of professional business services, supporting organizations with high-quality operational and records management solutions. We are committed to delivering accuracy, efficiency, and exceptional client service while fostering a collaborative and professional work environment.

We are currently seeking a detail-oriented Records Specialist to join our team. This role is ideal for someone who thrives in an organized, process-driven environment and has prior experience managing physical or digital records. If you enjoy working with data, maintaining systems, and ensuring compliance with records management practices, we want to hear from you.

⚠️ Please note: Previous records management or file management experience is required for this role.

Key Responsibilities

• Create, organize, and maintain files while tracking their movement using the Records Management System (RMS).
• Register new files and manage the circulation of records between departments and client staff.
• Prepare inactive files for offsite storage or digitization, including file review and culling activities.
• Conduct regular inventory audits of records stored onsite or with offsite storage vendors.
• Support records retention and transfer activities, including locating files, preparing file indexes, staging materials for review, and coordinating shipment.
• Assist with records clean-up initiatives, including sorting, categorizing, and determining proper storage or disposition.
• Prepare departmental reports related to records activity and file management operations.
• Ensure accurate tracking and documentation of logs, activities, and records management processes.

Required Qualifications

• High School Diploma or GED
• Minimum 1 year of records management, file management, or document imaging/scanning experience (required)
• Experience working with records management systems such as:
• FileTrail
• iManage Records Manager
• Autonomy Records Manager (FileSurf)
• LegalKey
• NetDocuments
• OpenText DM
• Or similar systems
• Strong attention to detail with a focus on accuracy and organization
• Excellent verbal and written communication skills
• Ability to manage multiple tasks and prioritize effectively in a structured environment

Physical Requirements

• Ability to lift or move up to 40 lbs
• Ability to move packages on a wheeled cart with a load capacity of up to 75 lbs
• Ability to walk, bend, kneel, stand, or sit for extended periods

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