SENIOR RECORDS SPECIALIST

Moore & Van Allen PLLC, a dynamic and fast-growing full-service law firm of more than 400 attorneys and professionals, is seeking an experienced Senior Records Specialist to join its Charlotte, NC office.  This role is responsible for overseeing the firm’s records and information governance processes to ensure accurate, efficient, and compliant management of legal and administrative documents.

Essential Duties & Responsibilities:

• Create, maintain, and update client/matter files in compliance with firm policies.
• Classify, index, and file documents according to legal and administrative standards.
• Conduct regular audits to ensure records accuracy and adherence to guidelines.
• Retrieve requested documents promptly using physical and electronic filing systems.
• Respond to records inquiries from attorneys, paralegals, and staff.
• Track and monitor file movements through records management software.
• Implement and uphold firm-wide records retention and destruction policies.
• Stay informed of legal and regulatory requirements for records management.
• Coordinate with attorneys to review, retain, or securely destroy records.
• Utilize legal records management software (e.g., iManage, NetDocuments, FileTrail).
• Assist with transitioning from paper-based to digital record-keeping systems.
• Promote best practices in information security and confidentiality.
• Provide guidance and training to junior records staff.
• Collaborate with legal teams to optimize records processes and efficiency.
• Maintain litigation hold protocols and preserve case-related documents.
• Support litigation teams with document production and discovery requests.
• Assist with file reorganization projects and office moves.
• Manage inventory of records storage supplies and oversee off-site storage coordination.
• 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
• 5-7 years of records management experience in a law firm or legal environment required.
• Proficiency in legal document management systems software (e.g., iManage Records, NetDocuments, or FileTrail) and Microsoft Office Suite.

Physical Requirements: 

• Work Environment: Light/Medium Exert force 10-25 lbs., frequently; and occasionally up to 30 lbs., prolonged standing, frequently lift, carry, push, pull, or move objects.
• Physical Demands: Frequent standing, walking, pushing, pulling, carrying, reaching, handling, and repetitive fine motor activities.
• Ability to retrieve and store files and boxes from shelves up to 8 feet high, using appropriate equipment as needed
• 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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