Legal Records Specialist

Because a great law firm begins with great people.

At Rivkin Radler, we are always looking for professionals who share our passion for the law and commitment to total client satisfaction. Rivkin Radler has approximately 250 lawyers, with offices in Albany, N.Y.; Hackensack, N.J.; Jacksonville, F.L.; New York City; Poughkeepsie, N.Y.; and Uniondale, N.Y. The firm actively encourages equal opportunity through mentoring, training, professional development, and public service programs.

The firm offers competitive salaries in addition to a comprehensive benefits plan which includes medical and dental insurance, group term life insurance, accidental death and dismemberment insurance, long-term disability insurance, optional term life insurance, flexible spending accounts, Aflac, 401(k), paid time off, referral bonuses and paid holidays.

Join a supportive and forward moving Records Management team that values collaboration, growth and high morale. We’re building a department where records professionals can sharpen their skills, take ownership of evolving processes and contribute to operational excellence. If you are looking to be a part of a team that champions digitization, information management, and efficiency we want to hear from you!

Key Responsibilities:

• File and organize documents into appropriate folders, maintaining consistency and accuracy throughout the lifecycle
• Create and manage client/matter folders in FileTrail, ensuring proper naming conventions and metadata standards
• Respond to service requests from legal staff in a timely manner, including prompt retrieval and delivery of files
• Support digitization initiatives by scanning and profiling physical documents into NetDocuments
• Ensure proper chain of custody for physical and electronic records, tracking movement between departments, floors, and offsite storage
• Liaise with offsite storage vendors for secure retrievals, storage updates, and certified destruction
• Process physical media uploads and downloads (e.g., CDs, flash drives)
• Manage electronic file movement including matter mobility tasks (incoming/outgoing file transfers)
• Import digital files from warehouse vendors into NetDocuments and maintain filing consistency
• File documents and shared electronic documents into the document management system with attention to confidentiality and organization
• Participate in retention mapping and file reviews in preparation for firmwide disposition projects
• Contribute to clean-up initiatives, audits, and ad hoc records projects that support the firm’s records management framework

Qualifications:

• Minimum 5 years of records management experience, including file creation, circulation, storage & lifecycle management
• Familiarity with digitization practices, retention/disposition procedures, and matter mobility workflows
• Experience with FileTrail, NetDocuments, Microsoft Outlook, Word, and Excel
• Strong attention to detail, organizational skills, and ability to work with urgency
• Excellent communication and customer service skills
• Positive and professional attitude with a commitment to teamwork and process improvement
• Ability to lift up to 35 lbs and manage physical file inventories as needed
• Hours: 9am-5pm

Congenial fast-paced environment, competitive salary and benefits. EOE.

Job Type: Full-time

The annualized salary range for this position is $45,000 to $50,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

To find out how you can join our talented team, email [email protected].

We are an Equal Opportunity Employer