Document and Records Management Specialist

McDonald Carano is seeking a Document and Records Management Specialist to join our Trusts & Estates Practice Group. Our firm has two office locations, in Reno and Las Vegas, supporting Nevada's business law needs since 1949. This is an opportunity to work for Nevada’s only Chamber’s Band 1 rated High Net Worth Wealth Group, in our Reno, Nevada office. We offer competitive compensation and an excellent benefits package for the ideal candidate.

The Document and Records Management Specialist is responsible for organizing, maintaining, processing, storing, uploading, tracking, inventorying, and managing legal and financial electronic and physical documents related to Trusts & Estates and Family Trust Company matters. This role ensures compliance with regulatory requirements, observes data privacy rules, streamlines document workflows, and provides critical support to attorneys, fiduciaries, and clients. The ideal candidate is detail-oriented, proficient in document management systems including development of new database applications and processes, and has experience handling confidential documentation.

Duties and Responsibilities:

• Manage and organize all original documents and copies related to trusts & estates, wills, powers of attorney, trust agreements, estate plans, corporate and financial records. Ensure files are accurately labeled, tracked, located and stored in compliance with firm policies. Scan and save documents into document management system and/or external portals.
• Maintain and update electronic and physical filing systems to ensure accuracy, security, backup and accessibility of documents.
• Update file tracking systems and maintain an accurate index of documents. Monitor the status of open matters and close files when appropriate.
• Coordinate document intake, scanning, indexing, tracking and storage in compliance with firm and regulatory policies.
• Monitor document retention policies and ensure adherence to compliance requirements for legal and financial records.
• Assist in responding to internal and external document requests promptly and efficiently.
• Open, sort, scan, upload, file and save incoming mail to appropriate electronic folders. Distribute physical mail to the appropriate team members. Prepare and manage outgoing mail, including certified and overnight deliveries, ensuring accurate documentation and timely dispatch.
• Assist with scanning, copying, and assembling legal documents for client meetings and internal use.
• Support the team with additional administrative tasks, including data entry, managing file requests, and preparing materials for team meetings.
• Maintain and safeguard confidentiality and integrity of sensitive legal and financial information.
• Supervise filing clerks.
• Develop further policies and procedures to reflect best practices.

Qualifications and Experience:

• Bachelor’s degree in business administration, legal studies, information management, or a related field preferred.
• Minimum of 3-5 years of experience in document and records management, database management, legal administration, or a related field.
• Experience in trust administration matters, corporate recordkeeping, accounting or financial services is highly desirable.
• Demonstrated understanding of regulatory requirements related to trust administration, estate planning, and legal documentation.
• Knowledge of legal and financial document retention policies is preferred.
• Proficiency in using technology, Microsoft Office Suite (Word, Excel, Outlook), and document management software required.
• Excellent organizational, communication, and problem-solving skills.
• Strong attention to detail and accuracy with the ability to manage multiple priorities efficiently.
• Ability to handle confidential information with professionalism and discretion.
• Ability to work independently with minimal supervision while effectively managing tasks and deadlines.
• Strong teamwork and collaboration skills to support legal and fiduciary professionals.
• Adaptability to shifting priorities and willingness to take on new responsibilities as needed.
• Positive references from recent employers.

Physical Requirements:

• Ability to lift and carry file boxes (up to 25 lbs).
• Ability to sit, stand, and move between file storage areas throughout the workday.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person