Records Associate

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 isto provide modernizedtechnology platforms, elevatedtechnology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

The Records Associate is responsible for preparing, scanning, indexing, and quality-checking physical documents to create accurate electronic records. This role ensures all documents are properly captured, readable, complete, and securely stored within the organization's document management systems. The position requires strong attention to detail, the ability to perform repetitive scanning tasks with a high degree of accuracy, and a commitment to maintaining confidentiality when handling sensitive information. This position reports to the Lead Records Associate or Client Relations Manager and is classified as non-exempt.

Roles & Responsibilities

• Prepare documents for scanning, including sorting, organizing, removing staples, repairing pages, and ensuring documents are ready for digitization.
• Operate high-volume scanning equipment to convert physical records into electronic files.
• Review scanned images to ensure all pages have been captured and are clear, readable, properly oriented, and complete.
• Identify and correct scanning issues such as missing pages, skewed images, poor image quality, or incomplete document capture.
• Index, categorize, and upload scanned documents into designated document management systems.
• Maintain accurate tracking and organization of physical and electronic records throughout the scanning process.
• Perform quality control checks to ensure digitized records meet organizational standards for accuracy and completeness.
• Handle confidential and sensitive information in accordance with company policies and data privacy requirements.
• Assist with the retrieval, storage, and movement of records as needed.
• Maintain scanning equipment and report equipment issues or required maintenance.
• Support special digitization projects and other records-related tasks as assigned.

Knowledge Skills & Attributes

• Strong attention to detail and commitment to accuracy.
• Ability to perform repetitive tasks while maintaining a high level of quality.
• Strong organizational and time-management skills.
• Basic computer proficiency, including Microsoft Office and document management systems.
• Ability to follow established procedures and meet production goals.
• Strong verbal and written communication skills.
• Ability to work independently and as part of a team.
• Commitment to confidentiality and proper handling of sensitive information.

Physical Requirements

• Ability to lift, carry, and move boxes and documents weighing up to 30 pounds.
• Ability to stand for extended periods while performing scanning and document preparation tasks.
• Ability to bend, reach, kneel, and move between workstations as needed.
• Ability to use scanning equipment and computer workstations for extended periods.

Qualifications

Education: High school diploma or equivalent required.

Experience: Previous experience in document scanning, records management, data entry, office services, or administrative support preferred. Experience with Legal Key is a plus.

Technical Skills: Experience with high-volume scanners, document imaging systems, and Microsoft Office applications preferred.

The Compensation range for this role is 23.00 to 26.00 USD per hour. 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.