Records Retrieval Specialist

Job Description

Summary
As the Records Retrieval Specialist supports the Texas Records Retrieval team by managing the expediting workflow for record requests, including custodian communication, status updates, payment processing, and task tracking. This is a full-time remote position requiring strong time management, accuracy in system documentation, professional communication, and the ability to make independent decisions to drive timely turnaround of records.

Responsibilities:
• Complete all assigned parts on the Task Manager daily and meet required productivity metrics.
• Communicate proactively with team and manager regarding workload and status updates.
• Prioritize custodian contact based on order dates, rush status, or client needs.
• Document all custodian interactions accurately in MR8.
• Update part status and tracking in MR8 based on real-time progress.
• Review custodian invoices for accuracy and state compliance before requesting payment.
• Request credit card or check payments as needed and document all activity.
• Handle incoming custodian correspondence via email or fax and upload into MR8.
• Answer or return custodian calls daily and manage inquiries professionally.
• Process rush orders with urgency and accuracy.
• Source and hire reasonably priced notaries and oversee completion of notarization requests.
• Review client preferences in MR8 before acting on holds, fee approvals, or special instructions.
• Manage multiple types of record requests including pre-lit, authorization, and subpoena-based orders.
• Follow the daily Expediting Schedule and escalate custodian noncompliance per documented steps.
• Follow IRS and SSA procedures for required communications and processing.
• Self-report errors, missed tasks, or workflow blockers immediately to management.

Qualifications
• Experience in records retrieval, expediting, legal support, or a similar workflow-driven role.
• Strong organizational and prioritization skills with the ability to manage high-volume tasks.
• Ability to communicate professionally via phone and email with external custodians.
• Experience reviewing invoices and requesting payments through internal systems.
• Ability to document actions clearly and accurately within a case management system (MR8 preferred).
• Strong attention to detail and ability to follow processes and escalation steps.
• Ability to work independently while meeting established quotas, metrics, and daily expectations.

The base compensation range for this role will be $19.00 - $20.00 an hour and will be dependent upon the individual's location, skills, experience, and qualifications.

What We Offer

• People-Focused Culture

• Competitive Pay & Quarterly Incentives

• Comprehensive Benefits, 401k & Wellbeing Programs (link for details)

• Paid Time Off & Holidays

• Professional Development & Career Growth Opportunities

Equal Employment Opportunity & Accessibility Array is committed to providing equal employment opportunities to all individuals. We ensure that all hiring decisions are made without unlawful consideration of any person's race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, veteran status, disability, genetic information, marital status, citizenship, ancestry, or any other basis protected by applicable local, state, provincial, or federal law.

We are dedicated to making our application process accessible. If you require an accommodation or assistance due to a disability, please notify us. Your request will be handled confidentially, and your application status will not be negatively affected.

We strive to maintain a diverse, inclusive, and fair workplace where all team members are valued and respected.

Background Check & Work Eligibility All persons hired will be required to complete a background check consistent with applicable law and provide proof of eligibility to work in the country of the job location. Background check results will be considered on an individualized basis in accordance with applicable fair-chance hiring requirements.