RECORDS SPECIALIST

Moore & Van Allen PLLC, a dynamic and fast-growing full-service law firm of more than 400 attorneys and professionals, is seeking a Records Specialist to join its Charlotte, NC office. The Records Specialist is responsible for initiating, maintaining, and organizing client/matter files and related indices to ensure accurate record-keeping and efficient retrieval. 

Essential Duties & Responsibilities:

• Create and maintain client/matter files, ensuring records are accurately labeled, indexed, and organized.
• Monitor and manage label printing for file buckets and folders; maintain appropriate inventory levels.
• Manage off-site records activities, including tracking off-site mailbox requests, updating circulation/waiting status in records management software, and coordinating the retrieval and return of archived materials.
• Retrieve files from the records area for delivery to attorneys, staff, or other internal clients.
• Update client/matter data in records management software to ensure records are properly categorized and tracked.
• Conduct daily file research to assist attorneys and staff with document requests.
• Perform monthly inventory audits using scanning devices to ensure accurate records tracking.
• Assist staff with file moves, workspace reorganization, and lateral move projects.
• Support special indexing projects and other records-related assignments as needed.
• Assist other Records Department personnel with data entry, file creation, and records maintenance.
• Monitor Minute Books and Corporate Seals inventory, ensuring accurate records and availability.
• Maintain organized records areas and ensure files are properly stored or retrieved.
• Assist in the development and improvement of records procedures to enhance efficiency and compliance.
• Ensure compliance with firm policies regarding records retention and destruction schedules.
• Other duties and responsibilities as assigned.
• Regular in-person attendance is required to perform essential functions of this interactive position.

Qualifications & Experience: 

• High school diploma or equivalent required
• 2 years of records management experience required; Law firm or professional services environment preferred.
• Proficiency in legal document management systems software preferred (FileSurf or similar systems).

Physical Requirements: 

• Light/Medium Exert force 10-25 lbs., frequently; and occasionally up to 30 lbs., prolonged standing, frequently lift, carry, push, pull, or move objects.
• Frequent standing, walking, pushing, pulling, carrying, reaching, handling, and repetitive fine motor activities.
• Occasionally required to bend and stoop, grasping, twisting, reaching, climbing, balancing, crawling, and kneeling.
• The work requires activities occasionally involving the use of portable equipment such as carts, dollies and/or hand trucks.
• Vision: Frequent near acuity and occasional far acuity. Mobility to work in a typical office setting and use standard office equipment. Vision to read printed materials, a VDT screen, or other monitoring devices.

May need to occasionally work more than the standard 37.5 hours per week to accomplish duties of the position. Interested and qualified applicants should apply via our website at https://www.mvalaw.com/careers-working-at-mva. Equal Employment Opportunity Employer.

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