Records Specialist, Austin, TX

Vision Search Partners
Specialized Recruiting Services
Contact Information:
Beth Hynes     

Records Specialist (Temp to Perm) – Austin, TX

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This position is responsible for creating, maintaining and storing records/files in support of client needs. In addition, this position provides a positive example of records management skills, initiative and customer service orientation for clients and co-workers.

To succeed in this position, an individual must be able to perform each essential duty satisfactorily. The responsibilities listed below are representative of the knowledge, skill and/or ability required.

Interpret a variety of instructions furnished in written, oral or schedule form. 

Effectively present information and respond to questions from managers, clients, customers and co-workers.

Solve problems and focus on solutions in a professional manner.

Maintain exceptional customer service orientation at all times.

Primary Responsibilities:

  • Create files and/or replacement folders.
  • Manage the intake of client documents; sort and prepare documents for interfiling; along with indexing documents as required.
  • Interfile prepared documents into folders, and sub-folders.
  • Process client requests for file and/or box retrievals. 
  • Pull and deliver files and/or boxes; and return retrievals.
  • Conduct periodic onsite inventories of files and/or boxes.
  • Process requests to close files.
  • Scan files for storage on the Firm’s Document Management System. 
  • Prepare files for offsite storage, perform box inventory and coordinate transfer of boxes to offsite storage.
  • Participate with other records and information staff in overseeing effective maintenance of records management systems.
  • Database management and maintenance to ensure records are accurately documented and stored.
  • Troubleshooting to identify potential problems to bring to Supervisor’s attention.
  • Maintain ongoing communications with all departments regarding maintenance, creation, revising, reviewing, retrieval and archiving of records.
  • Assist with orientating and training others on the appropriate records management processes and procedures as required by the client.
  • Travel and support offices in the Texas region (Houston, Dallas, Phoenix).

Primary Requirements:


  • Bachelor’s Degree preferred.
  • At least one year of related experience and/or training, or equivalent combination of education and experience.
  • Computer literate with strong skills in word processing and software programs. Knowledge of records management software programs highly desirable.
  • Strong interpersonal skills and customer service/client service skills.
  • Demonstrated ability to work independently and under pressure.
  • Ability to handle multiple tasks and prioritizes efforts effectively.
  • Ability and desire to learn new skills and to teach others.
  • Commitment to the attendance policies set forth by Site Manager.
  • Excellent time management, organization and prioritization skills.
  • Ability to be flexible with work schedule (some overtime may be required).
  • Ability to communicate (written/oral) in a professional manner.

Technical Skills:


  • Conceptual knowledge of various records practices and the types of work product produced.
  • Working knowledge of word processing programs (MS Word, WordPerfect, etc.).
  • Working knowledge of Records Management software programs (Accutrac, LegalKEY, LegalTrax, AMR/CARM/FileSurf, WRM/IRM, etc.) and/or Records Software.
  • Modules from Time and Billing software programs (Elite, CMS, Omega, etc.).
  • Working knowledge of Document Management software programs (iManage (FileSite, DeskSite, WorlkSite), OpenText (DM,DM5, eDocs), NetDocuments, or similar.