LEGAL AND RECORDS MANAGEMENT SPECIALIST

Legal and Records Management Specialist

Classification: Exempt
Reports to: Senior Vice President of Legal and Compliance
Date: September 2026

Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA, we are committed to providing opportunities that help staff grow and enhance their skill sets.  As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

­­­­­­­­­­­­­­­­­­JOB DESCRIPTION

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Summary/Objective 

The Legal and Records Management Specialist provides legal, contract administration, and records management support to the Senior Vice President of Legal and Compliance and oversees the day-to-day operations of the organization’s records management function. This position requires the ability to independently manage routine legal and contract matters within established parameters, prepare and review legal and business documents, coordinate with courts, governmental agencies, outside counsel, and other external parties, and identify matters requiring escalation or legal review.

The position works closely with the Senior Vice President of Legal and Compliance, Director of Compliance, and internal teams to support effective legal and compliance operations and ensure that contract administration and records management processes meet organizational, legal, regulatory, and operational requirements

Essential Functions 

• Provides substantive legal and administrative support to the Senior Vice President of Legal and Compliance on organizational legal matters.
• Prepares routine legal and business documents, including agreements, amendments, notices, correspondence, memoranda, and related documents using established templates, prior agreements, and direction from the Senior Vice President of Legal and Compliance.
• Reviews contracts, agreements, and other legal documents to identify relevant provisions, deadlines, obligations, inconsistencies, and issues requiring further review.
• Supports contract administration throughout the contract lifecycle, including initial review, drafting and revision, execution, amendment, renewal, termination, and maintenance of supporting documentation.
• Manages and maintains the organization’s contract management system and assists organizational staff with contract workflow and documentation requirements.
• Coordinates routine legal matters and, as directed, communicates with courts, governmental and regulatory agencies, outside counsel, vendors, contracting parties, and other external entities.
• Conducts legal, regulatory, contractual, and factual research and summarizes relevant information for review by the Senior Vice President of Legal and Compliance.
• Maintains legal matter files and assists with tracking litigation, administrative matters, legal correspondence, filing requirements, and applicable deadlines.
• Manages and coordinates the organization’s records management functions, including the timely and accurate processing of records requests and maintenance of appropriate documentation.
• Supervises, trains, and provides day-to-day direction to Records Management staff, establishes priorities, monitors work quality and timeliness, and supports development of effective records management practices.
• Assists with the development, implementation, and maintenance of records retention, release, storage, destruction, and related records management policies and procedures.
• Works with the Senior Vice President of Legal and Compliance and Director of Compliance to support organizational compliance with applicable federal, state, and local laws and regulatory requirements.
• Assists with legal and compliance-related risk assessments, audits, reviews, investigations, and other organizational initiatives as requested.
• Supports routine review and development of organizational policies and procedures, including legal and regulatory research and preparation of proposed revisions.
• Assists with the development, coordination, and delivery of legal and compliance-related training.
• Maintains and monitors legal, regulatory, contractual, and other assigned deadlines and assists in ensuring required organizational actions and reporting are completed timely.
• Stays informed of legal and regulatory developments relevant to assigned responsibilities and communicates potentially significant developments to the Senior Vice President of Legal and Compliance.
• Works collaboratively with the Director of Compliance and other Compliance Department staff on matters involving overlapping legal, compliance, contractual, and records management responsibilities.
• Maintains strict confidentiality and appropriately handles attorney-client privileged, protected health information, personnel information, and other sensitive organizational information.
• Exercises sound judgment regarding matters requiring escalation to the Senior Vice President of Legal and Compliance.
• Supports the tone, Code of Conduct, and practice of compliance throughout the organization.

Competencies

• Excellent written and verbal communication skills.
• Strong legal and business writing skills, including the ability to prepare clear, accurate, and professional documents and correspondence.
• Strong analytical, research, and problem-solving skills.
• Ability to read and understand contracts, legal documents, statutes, regulations, policies, and other complex written materials.
• Ability to identify relevant issues, deadlines, obligations, and inconsistencies and appropriately escalate matters requiring legal review.
• Excellent organizational skills and attention to detail.
• Ability to independently manage multiple assignments, priorities, and deadlines.
• Sound professional judgment and discretion in handling confidential, privileged, and sensitive information.
• Strong supervisory and leadership skills.
• Working knowledge of records management principles and practices.
• Ability to communicate professionally and effectively with courts, governmental agencies, attorneys, organizational leadership, employees, and external parties.
• Proficiency with Microsoft Office Suite or related software.
• Ability to quickly learn and effectively utilize contract management, electronic health record, records management, and other organizational technology.
• Continuous demonstration of behaviors aligned with a posture of servant leadership and VOA’s cultural values.

Supervisory Responsibility

This position has direct supervisory responsibilities and may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to successfully perform this job's essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus. In addition, this position would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary, and perform work at a computer for extended periods.

Position Type/Expected Hours of Work

This is a full-time position. Days and work hours are Monday through Friday, 8:00 am to 5:00 pm.  Occasional evening and weekend work may be required as job duties demand.

Travel

Minimal travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

• Bachelor’s degree, paralegal certificate, or equivalent combination of education and relevant professional experience.
• Three or more years of progressively responsible experience in a legal, paralegal, contract administration, records management, compliance, court, governmental, or comparable professional environment.
• Demonstrated experience preparing professional documents and correspondence and working with contracts, legal documents, regulatory requirements, or similar complex materials.
• Experience handling confidential and sensitive information.

Preferred Education and Experience

• Bachelor’s degree in legal studies, business administration, healthcare administration, public administration, or a related field.
• Paralegal certificate or significant paralegal or legal support experience.
• Five or more years of progressively responsible legal, contract administration, records management, or compliance experience.
• Supervisory or team-lead experience.
• Experience in healthcare, behavioral health, nonprofit, government contracting, or another highly regulated environment.
• Experience with contract lifecycle management and electronic records management systems.

EEO Statement 

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics.  Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business.  If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.