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Lead Records Associate

Baltimore, Maryland, United States

Job Title: Lead Records Associate

Reports To: The Lead Records Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview:

The Lead Records Associate is responsible for managing, organizing, and maintaining case files and related records to ensure accuracy, accessibility, and compliance with firm standards. This role involves supervising daily filing activities, supporting staff with records requests, and assisting with administrative tasks that contribute to the efficient operation of the office.

Typical Working Hours: Mondays to Fridays, 8:00AM to 5:00PM

What You'll Do:

Core Responsibilities

  • Open and set up new case files, including preparing file labels and sub-file lists.
  • Accurately index, file, and organize documents for easy retrieval.
  • Scan and upload records to the firm’s electronic database system.
  • Maintain file rooms and cabinets in an orderly, secure manner.
  • Assist attorneys and staff with locating and retrieving file materials.

Additional Responsibilities

  • Prepare case files for closing and off-site storage (box indexes and checklists).
  • Step in to cover receptionist duties when needed.
  • Train and mentor interns or student assistants.
  • Handle the shredding and secure disposal of sensitive documents.
  • Assist with trial binder and exhibit preparation.
  • Support paralegals in obtaining records from external sources.
  • Pitch in with mail room operations as required.

What We're Looking For:

  • Education: High School Diploma or equivalent required; college degree preferred.
  • Strong attention to detail and organizational skills for managing large volumes of documents.
  • Ability to multi-task, prioritize, and take initiative on projects.
  • Excellent communication skills for working with attorneys, staff, and external vendors.
  • Proficiency with computer systems, scanning, and electronic database management.
  • Accurate keyboarding and data entry skills.

Physical Demands:

  • Lift and carry case files or boxes (up to 25–30 lbs).
  • Regular walking, bending, and reaching for file storage.
  • Frequent filing, scanning, and data entry tasks.
  • Periods of sitting while organizing and reviewing documents.

Travel: None or Negligible

Other Duties:

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.

Pay Range

$21 - $23 USD

WHAT WE OFFER

  • Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
  • Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do!
  • We Recognize Talent: We offer a variety of recognition programs for all levels of employees!
  • Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
    • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe. In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

Applicants are prohibited from using real-time AI (Artificial Intelligence) tools, prompts, scripts, or real-time assistance (including but not limited to chatbots, AI-generated responses, or transcription-based tools) during any and all interviews over any forum or platform. 

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

To view our privacy policy, click on the link below: Data Privacy Statement

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.

 

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