Legal Records Specialist

Role Overview

This position serves as the primary local point of contact for matter file intake, maintenance, and disposition within a legal office environment. The role focuses on ensuring records are handled accurately, consistently, and in accordance with established guidelines.

This is a hands‑on, process‑driven role suited for someone who is highly organized, detail‑oriented, and comfortable working independently while coordinating with a broader, distributed team.

• Manage the onboarding and offboarding of client matter files at the local office level

• Maintain accuracy and organization across both physical and digital records

• Ensure file handling aligns with internal standards, retention practices, and compliance expectations

• Coordinate inbound and outbound matter transfers

• Serve as the local records point of contact, escalating questions or exceptions as needed

• Collaborate periodically with a centralized team to ensure consistency and adherence to best practices

• Work within document and data management platforms used in professional services environments

• Prior experience with similar systems is helpful; direct system knowledge is not required

• Ability to learn new platforms and workflows quickly is essential

• Prior experience in records, information management, or document-heavy roles preferred

• Legal or professional services environments are strongly valued

• Comparable experience may include roles such as:

  • Legal billing
  • Litigation support
  • Docketing
  • File or matter management

• Degree is not required

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign‑born residents, and veterans to apply.

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact  .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application.

In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our…