Records Specialist

About Allen Matkins

Allen Matkins, a law firm with over 285 attorneys, was founded with deep roots in real estate and has leveraged that foundation to grow and build prominent litigation, corporate, tax, labor and employment, land use, and environmental practices allowing us to partner with clients across myriad industries and markets. For nearly 50 years, Allen Matkins has worked with clients drawn to us by our reputation for market-leading solutions, pragmatism, exemplary quality, approachability, and our unparalleled network of contacts and connections in business and government. Our firm’s success is driven by our commitment to hiring and developing top talent, ensuring a team that delivers exceptional work and service to our clients. We are guided by our core values: our people are our most important resource; we have a commitment to quality work, all the time; and we work as a team with each other and with our clients - we foster camaraderie.

About the Position

The Records Specialist is responsible for the organization, maintenance, retrieval, retention, and disposition of physical and electronic records. This role ensures the firm's information assets remain accurate, secure, accessible, and compliant with established records management policies and legal requirements. The Records Specialist works closely with attorneys, legal assistants, paralegals, and administrative staff to support matter lifecycle management, document organization, records retention, and document management system operations. This position is currently an onsite role.

Essential Duties and Responsibilities:

Records Management

• Create and maintain matter files and records.
• Organize, classify, index, and archive records according to firm standards.
• Monitor retention schedules and assist with approved records disposition.
• Maintain accurate file inventories and audit trails.

Document Management

• Upload and manage documents within NetDocuments and approved repositories.
• Apply naming conventions and metadata standards.
• Scan, digitize, and quality-check records.
• Assist with electronic matter organization and migration projects.

File Retrieval and Storage

• Retrieve records for attorneys and staff.
• Coordinate transfers to and from offsite storage vendors.
• Track file movements and maintain chain-of-custody documentation.
• Perform periodic inventory reconciliations.

Service and Support

• Respond to records-related service requests and inquiries.
• Provide guidance on records procedures and best practices.
• Support special projects involving file cleanup, workspace standardization, and records compliance initiatives.

Education and/or Experience:

Associate degree preferred; equivalent combination of education and relevant experience will be considered. Two to five years of experience in records management, information governance, or legal support. Prior experience in a law firm or other professional services environment is strongly preferred.

Qualifications:

• Experience with document management systems and records management software (NetDocuments and FileTrail preferred).
• Strong organizational and analytical skills.
• Ability to manage multiple priorities in a deadline-driven environment.
• Excellent interpersonal, written and verbal communication skills.
• Strong attention to detail and commitment to confidentiality.
• Proficiency with Microsoft Office applications.
• Proven experience providing high-level administrative support with professionalism, tact, and diplomacy.
• Flexible and adaptable, with the ability to thrive in a dynamic, evolving work environment.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

EEO Statement
Allen Matkins is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law, or gender identity and/or expression.

California Consumer Privacy Act

We will collect the personal information you provide in connection with this application as well as information included with any other document(s) you provide us. We may use this information to evaluate your application and consider you for employment with Allen Matkins. We may share this information with third parties for any of the following purposes: (i) to confirm the accuracy of the information provided; (ii) to conduct a background check; (iii) to confirm or evaluate potential conflicts of interest; and/or (iv) to check references. If you accept an offer with Allen Matkins, we may use this information to provide you with the benefits of your employment. Our employees' personal information is governed by our Privacy Policy, available at https://www.allenmatkins.com/disclaimers/privacy-policy.html.

Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Compensation

Allen Matkins is an Equal Opportunity Employer and offers a competitive compensation & benefits package. The anticipated base salary range for this full-time role is $50,000.00 - $75,000.00 per year. Actual salary will depend upon a number of factors, including, but not limited to, relevant experience, job-related skills, qualifications, and location.

The base salary range displayed on the job posting reflects the estimated range for new hire salaries for the position. The actual offered base salary will be determined by work location and additional factors, including, but not limited to, relevant experience, job-related skills and qualifications. The pay range is subject to change at any time dependent on a variety of internal and external business factors.