Records Specialist

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

We are seeking a detail-oriented and highly organized Records Specialist to support records management operations in a professional office environment in Los Angeles. This role is responsible for maintaining accurate records systems, ensuring compliance with retention policies, and supporting teams with timely record retrieval and organization.

Location: Palo Alto, CA

Pay: 22hr-25hr
Schedule: Monday-Friday (7-4pm or 8-5pm)

Key Responsibilities

Records Management Oversight

• Support the implementation and maintenance of records management policies and procedures to ensure consistent practices across the organization.
• Monitor records management systems to ensure accuracy, functionality, and continuous improvement.
• Stay informed on industry best practices and emerging technologies to enhance records management processes.

Records Classification & Indexing

• Maintain a structured classification and indexing system to ensure records are organized and easily accessible.
• Apply standardized procedures to categorize records accurately and consistently.
• Ensure records are properly labeled and metadata is captured to support efficient search and retrieval.

Records Storage & Retrieval

• Manage both physical and digital records storage, ensuring organization, security, and accessibility.
• Safeguard sensitive and confidential records by following established security protocols.
• Assist staff with locating and retrieving records in a timely and efficient manner.

Compliance & Regulatory Standards

• Ensure adherence to data protection, privacy, and records retention policies.
• Follow established records retention and disposal schedules to maintain compliance with regulatory requirements.
• Support legal and compliance teams with records-related requests as needed.

Quality Control & Auditing

• Conduct regular reviews and audits of records to ensure accuracy, completeness, and compliance.
• Identify discrepancies and implement corrective actions to maintain data integrity.
• Maintain a high standard of accuracy and attention to detail in all records processes.

Training & Development

• Participate in ongoing training programs, including the use of internal learning platforms, to stay current on records management procedures and tools.

Qualifications

• Previous experience in records management preferred
• Strong organizational and document management skills
• High level of attention to detail and accuracy
• Ability to manage confidential information with professionalism
• Strong communication and teamwork skills
• Ability to lift or move 40 lbs. or greater
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
• Ability to walk, bend, kneel, stand or sit for an extended period of time

The Compensation range for this role is up to 25.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. 

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. 

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. 

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.