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 files-both physical and electronic-while ensuring accuracy, compliance, and efficient access to information. Key responsibilities include:

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

Pay Details: $54,000.00 to $70,000.00 per year

Search managed by: Breanna Hall

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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.