Position Overview
We are seeking a detail-oriented and organized Senior Legal Assistant to support Official Records (Imaging) and Records & Information Management (RIM) operations.
The contractor will be responsible for reviewing, validating, processing, and maintaining official records, identifying documentation gaps, performing quality reviews, and coordinating with internal business stakeholders to resolve issues. The ideal candidate will have strong attention to detail, excellent communication skills, and experience working with documents, records, compliance processes, or financial services operations.
Key Responsibilities
Document Intake & Validation
- Upload and process documents through the Vanilla system.
- Review system-generated recommendations to identify missing, incomplete, or potentially incorrect documentation.
- Validate documents for completeness, accuracy, and compliance with established procedures.
Issue Tracking & Documentation
- Document findings, missing-document notifications, and system feedback.
- Maintain shared trackers and documentation repositories.
- Accurately record remediation activities and follow up on outstanding issues.
Stakeholder Coordination
- Communicate with internal business stakeholders regarding missing or incomplete documentation.
- Provide guidance on required remediation steps.
- Follow up to ensure required documents are properly scanned, uploaded, indexed, and maintained in the official records system.
Imaging Quality Review & Correction
- Review documents that have been incorrectly imaged, indexed, or classified.
- Identify discrepancies and documentation errors.
- Perform corrective actions to ensure records are complete, accurate, and properly classified.
Records Management & Compliance Support
- Review and follow Records & Information Management (RIM) requirements, procedures, and work instructions.
- Assist teams with compliance-related records activities.
- Support the transition to new records-management processes and systems.
- Help ensure official records are maintained according to established standards.
Required Skills & Qualifications
- Strong attention to detail and accuracy when reviewing and processing documents.
- Ability to follow documented procedures and work instructions.
- Strong written communication skills for documenting findings and remediation activities.
- Excellent verbal communication and stakeholder-interaction skills.
- Strong organizational and time-management skills.
- Proficiency with Microsoft Office, particularly Excel, Word, and Teams.
- Strong problem-solving and critical-thinking skills.
- Ability to identify documentation gaps and determine appropriate corrective actions.
- Ability to work independently with minimal supervision.
- Ability to manage multiple priorities and meet deadlines.
- Professional and collaborative approach when working with employees at different levels.
Preferred Experience
Candidates with experience in any of the following areas are encouraged to apply:
- Legal Assistant / Legal Administrative Assistant
- Records Management
- Document Management or Document Control
- Document Imaging
- Compliance Operations
- Quality Control / Quality Assurance
- Financial Services Operations
- Banking or Brokerage Operations
- Regulatory or Compliance Support
- Securities/Financial Services
- Administrative operations involving high-volume document review
Education
- High School Diploma required
- 2-year or 4-year college degree preferred
Ideal Candidate
The ideal candidate is a highly detail-oriented and organized professional who is comfortable reviewing large volumes of documents, identifying discrepancies, maintaining accurate records, following established procedures, and communicating with internal stakeholders to resolve documentation issues.
Legal experience is helpful but not mandatory. Experience in document processing, records management, compliance, quality control, or financial-services operations can be highly transferable.
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