Lead Legal Records Associate

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.

Compensation: 
The expected compensation is an estimate, and the final offer will depend on skills, experience, and other job-related factors.

Use of Artificial Intelligence (AI):
No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse applicant tracking system, which does not apply AI in these parts of the hiring process.

Vacancy Status:
This posting is for an existing vacancy.

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 off