RECORDS SPECIALIST (part-time)

Moore & Van Allen PLLC, a dynamic and fast-growing full-service law firm of more than 400 attorneys and professionals, is seeking a part-time Records Specialist to join its Charleston, SC 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.
• Keep track of new library materials received and checked out by practice teams.
• Serve as a backup receptionist as needed to cover breaks, etc.
• 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.

 

Note: This is a part-time position. Work Hours: M-F, 9:00am – 2:00pm or 12:00pm - 5:00pm. Must be available to work 9:00am - 2:00pm during training period. May need to occasionally work additional hours 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.