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, extracting requested information from documents, and coordinating with internal business stakeholders to resolve issues.
The ideal candidate will have strong attention to detail, excellent communication skills, strong computer skills, and experience working with documents, records, legal documentation, compliance processes, or financial services operations.
This is a 100% onsite position, Monday through Friday.
Key Responsibilities
Document Intake & Validation
- Upload and process documents through the Vanilla system and other internal systems.
- Work with documents in various formats, including PDF, Word, scanned documents, and image files.
- Locate requested documents from the appropriate source.
- Review system-generated recommendations to identify missing, incomplete, or potentially incorrect documentation.
- Validate documents for completeness, accuracy, and compliance with established procedures.
- Extract requested information from documents and organize it in the appropriate files or repositories for stakeholders and vendors.
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.
- Maintain organized and easily accessible electronic records.
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.
- Communicate professionally with stakeholders and vendors to resolve documentation issues.
Imaging Quality Review & Correction
- Review documents that have been incorrectly imaged, indexed, or classified.
- Identify discrepancies, documentation errors, and missing information.
- Perform corrective actions to ensure records are complete, accurate, and properly classified.
- Conduct quality checks to ensure documents meet established standards.
Records Management & Systems Support
- Review and follow Records & Information Management (RIM) requirements, procedures, and work instructions.
- Assist teams with records-management activities and process changes.
- Support the transition to new records-management processes and systems.
- Work comfortably with internal systems and technology tools, including potentially AI-enabled document-processing tools.
- Troubleshoot basic document or system-related issues and escalate more complex issues when necessary.
Required Skills & Qualifications
- 5+ years of professional work experience.
- 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.
- Comfortable working with PDF, Word, scanned/image documents, and electronic records.
- Basic technical skills and ability to quickly learn and navigate new systems.
- 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.
- Comfortable working in a structured, process-driven, and repetitive work environment.
- Professional and collaborative approach when working with employees at different levels.
- Willingness and ability to work 100% onsite, five days per week.
Preferred Experience
Candidates with experience in any of the following areas are encouraged to apply:
- Legal Assistant / Legal Administrative Assistant
- Paralegal / Legal Support
- Records Management
- Document Management or Document Control
- Document Imaging
- Legal Records / Legal Documentation
- 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 and processing
Education
- High School Diploma required
- 2-year or 4-year college degree preferred
Ideal Candidate
The ideal candidate is a highly detail-oriented, organized, and technology-comfortable 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.
A candidate with legal-document experience, such as a Legal Assistant, Paralegal, Legal Administrative Assistant, or Legal Operations professional, would be considered a strong/rock-star fit.
However, legal experience is helpful but not mandatory. Candidates with strong experience in document processing, records management, document imaging, quality control, compliance operations, or financial-services operations can have highly transferable skills for this position.
Never miss an opportunity! Create an alert based on the job you applied for.