Records Administrator

Records Administrator LHH

Full time/Perm role

Minneapolis, MN- Hybrid

Pay $54k-$70k.

Essential Job Functions

The Records Administrator is responsible for managing the full lifecycle of client and matter filesboth physical and electronicwhile ensuring accuracy, compliance, and efficient access to information. Key responsibilities include:

1. Oversee the creation, maintenance, tracking, closure, and destruction of client/matter files.
2. Ensure all records follow LHH's retention schedule, destruction policies, ethical wall requirements, legal holds, and HIPAA-related guidelines.
3. Maintain accurate and up-to-date information in records management software throughout the disposition process.
4. Support disposition efforts by researching client contact information, reviewing documents, and completing file inventories.
5. Retrieve, track, and distribute files both on-site and from off-site storage facilities.
6. Coordinate off-site storage activities, including inventory updates, retrievals, audits, and destruction approvals.
7. Maintain proper indexing and metadata standards across all matters.
8. Scan, profile, and upload consent forms, receipts, and authorization documents.
9. Prepare and organize materials required for client file transfers and disposition.
10. Assist with returning files to clients and maintain transfer logs and tracking systems.
11. Serve as a key contact for attorneys, paralegals, and business staff requesting files or guidance on file creation and closure procedures.
12. Partner with the Records Manager to ensure quality control and manage file transfers related to attorney onboarding, departures, and lateral moves.
13. Keep the Records Center organized and assist with system upgrades, data cleanups, and migrations.
14. Support additional projects and administrative needs as requested.

Competencies

• Strong keyboarding skills and comfort working with digital and physical records.
• Excellent spelling, grammar, punctuation, and attention to detail.
• Effective problem-solving abilities.
• Strong interpersonal skills and professionalism when interacting with internal staff and external contacts.
• Dependable, accountable, and consistent in work quality and customer service.
• Able to work both independently and within a team.
• Comfortable in a fast-paced environment with varying work styles and frequent interruptions.
• Ability to manage multiple tasks, prioritize deadlines, and work under pressure.
• Flexible, adaptable, and open to shifting workload demands.
• Willingness to work beyond 37.5 hours per week when needed.

Required Qualifications

• Associate degree (2-year) or Bachelor's degree (4-year).
• Administrative support experience.
• Strong computer skills, including proficiency in MS Office.
• Excellent written communication, grammar, proofreading, and attention to detail.
• Ability to organize, prioritize, and manage multiple tasks effectively.
• Strong communication and customer service skills.

Preferred Qualifications

• Experience in records management.
• Prior experience working in a legal environment.
• Familiarity with iManage and InTapp.

Working Conditions

• Regular use of computers, phones, and office equipment.
• Extended periods of sitting and computer work.
• Occasional travel to off-site storage facilities.
• Ability to lift and move files weighing 40+ pounds.
• Ability to load and unload files from shelves or storage racks.

Salary & Benefits

Competitive base salary commensurate with experience: $54,000$70,000 annually, plus comprehensive benefits. Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits, and 401K plan. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.

Equal Opportunity Employer/Veterans/Disabled

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to https://www.lhh.com/us/en/candidate-privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Military connected talent encouraged to apply