Records Specialist

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 Descriptio n

The Records Associate is responsible for supporting the organization, maintenance, storage, retrieval, and management of physical and digital records within Opensity Solutions client environments. This role ensures records are accurately classified, securely maintained, and readily accessible while supporting compliance with organizational policies, data privacy standards, and records retention requirements. The Records Associate plays a key role in maintaining efficient records management systems that support operational effectiveness and client service excellence. The position reports to the Lead Records Associate or Client Relations Manager and is classified as non-exempt.

ROLES & RESPONSIBILITIES:

Records Management & Oversight:

• Support the implementation and maintenance of records management policies, procedures, and operational standards across the organization.
• Maintain and monitor physical and digital records management systems to ensure organization, reliability, accuracy, and operational efficiency.
• Assist with the continuous improvement of records management processes and workflows to enhance accessibility and compliance.
• Stay informed on records management best practices, technology updates, and industry standards to support operational effectiveness.
• Collaborate with internal departments to support records-related operational needs and requests.

Records Classification & Indexing:

• Classify, organize, and index records according to established records management procedures and organizational guidelines.
• Ensure records are accurately labeled, categorized, and entered into records management systems for efficient search and retrieval.
• Maintain metadata and filing structures to support accurate record tracking and accessibility.
• Assist with organizing both active and archived records while ensuring compliance with retention schedules and organizational standards.
• Support data entry and records updates with strong attention to detail and accuracy.

Records Storage & Retrieval:

• Manage the secure storage, organization, and accessibility of physical and electronic records.
• Ensure records are stored in compliance with confidentiality, security, and data protection standards.
• Respond to records requests promptly and assist employees and authorized personnel with locating and retrieving required information.
• Monitor records access procedures to ensure proper authorization and compliance with organizational policies.
• Assist with offsite storage coordination, records transfers, and archive management as required.

Compliance & Quality Assurance:

• Maintain compliance with data privacy, records retention, confidentiality, and information security regulations.
• Assist in implementing records retention and disposal schedules in accordance with legal and organizational requirements.
• Conduct routine audits and quality control reviews of records systems to ensure accuracy, completeness, and compliance.
• Identify discrepancies or records management issues and support corrective actions and process improvements.
• Collaborate with operational leadership, compliance, and legal teams on records-related initiatives and requirements.

Training & Operational Support:

• Participate in ongoing training and professional development programs, including operational systems and records management procedures.
• Support team members and departments by providing guidance on records management practices and procedures as needed.
• Promote a culture of organization, accuracy, confidentiality, and operational excellence within the workplace.
• Maintain professionalism, discretion, and confidentiality when handling sensitive records and client information.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong understanding of records management principles, filing systems, and document organization.
• Excellent attention to detail with strong accuracy and data integrity skills.
• Strong organizational and time management abilities with the ability to prioritize tasks effectively.
• Ability to manage multiple assignments in fast-paced operational environments.
• Knowledge of confidentiality, data privacy, and records retention requirements.
• Strong customer service and communication skills with a client-first mindset.
• Ability to work independently and collaboratively within a team environment.
• Problem-solving and analytical skills with the ability to identify process improvements.
• Proficiency in Microsoft Office Suite and records management systems.
• Professional demeanor with strong interpersonal and communication abilities.
• Adaptability, flexibility, and commitment to operational excellence.

QUALIFICATIONS:

Education: High school diploma or equivalent required; associate or bachelor’s degree preferred.

Experience: Minimum of 1 year of experience in records management, administrative support, document control, office services, or related operational environments preferred.

Technical Skills: Proficiency in Microsoft Office Suite, document management systems, electronic filing systems, and records databases preferred.

The Compensation range for this role is $22.25 USD per hour and may be eligible for an annual bonus. 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.