Administrative Analyst

Sellers & Associates, LLC; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Job summary

Sellers & Associates LLC is seeking an Administrative Analyst 1 in Philadelphia, PA to support government digital transformation by digitizing legacy records, organizing files, and securely storing them in approved repositories.

The role requires handling both unclassified and classified records, collaborating with Government SMEs and TPOC, and ensuring accurate, secure digitization and indexing for easy retrieval.

Qualifications

• High school diploma or equivalent.
• Ability to obtain a Secret Security clearance.
• Experience performing administrative or clerical support duties in an office environment.
• Demonstrated ability to organize, scan, and manage large volumes of documents accurately.
• Strong attention to detail and ability to follow documented procedures.
• Ability to work effectively with Government personnel and multiple stakeholder groups.
• Basic computer skills, including experience with file management and network drives.
• Ability to work with material in accordance with Government security requirements.

Responsibilities

• Perform on-site digitization of legacy Government records, including preparing, scanning, indexing, organizing, and electronically storing documents in approved repositories.
• Identify and collect paper records designated for digitization in coordination with Government SMEs, branch leadership, and the Government TPOC.
• Prepare documents for scanning by removing bindings, organizing materials, verifying document completeness, and arranging records in the appropriate sequence.
• Scan documentation using Government-approved equipment, systems, and procedures.
• Apply established file naming conventions, metadata, folder structures, and indexing requirements to ensure digitized records are organized, searchable, and readily retrievable.
• Conduct quality-control reviews of scanned documents to verify legibility, completeness, correct orientation, proper indexing, and accurate electronic filing.
• Identify missing, duplicate, damaged, illegible, or improperly categorized documentation and coordinate with appropriate Government personnel to resolve discrepancies.
• Upload and maintain digitized records within approved Government electronic repositories, network drives, or records-management systems.
• Maintain accountability and appropriate handling of classified and sensitive documentation throughout the preparation, scanning, transfer, storage, and disposition process.
• Follow applicable Government security, records management, information handling, and document control procedures when processing physical and electronic records.
• Maintain tracking logs or status reports documenting records received, scanned, quality checked, uploaded, and completed.
• Provide routine progress updates and identify issues, constraints, or records requiring Government clarification to the TPOC or designated Government representative.
• Support the orderly disposition, return, or retention of source documents following successful digitization and Government verification, in accordance with established procedures.
• Perform general administrative and records-support activities necessary to support Government digital transformation and paper-reduction initiatives.

Skills

Secret clearance

Administrative support

Document management

Attention to detail

Basic computer skills

Education

High school diploma

Tools

Network drives

Scanning equipment

File management

Digital repositories

Job description

Job Title:Administrative Analyst 1

Experience Level:Entry

Location: Philadelphia, PA

Travel Allocation: 0-10%

Clearance:Secret

Sellers & Associates LLCis seekingan Administrative Analyst 1 who will support Government digital transformation initiatives by performing on-site document digitization and records support services. This role focuses on reducing reliance on paper documentation by identifying, scanning, organizing, and securely storing both unclassified and classified records in approved electronic repositories.

The position works closely with Government subject matter experts (SMEs), branch leadership, and the Government Tasking Point of Contact (TPOC) to ensure accurate, secure, and compliant digitization of legacy documentation.

Duties & Responsibilities

• Perform on-site digitization of legacy Government records, including preparing, scanning, indexing, organizing, and electronically storing documents in approved repositories.
• Identify and collect paper records designated for digitization in coordination with Government SMEs, branch leadership, and the Government TPOC.
• Prepare documents for scanning by removing bindings, organizing materials, verifying document completeness, and arranging records in the appropriate sequence.
• Scan documentation using Government-approved equipment, systems, and procedures.
• Apply established file naming conventions, metadata, folder structures, and indexing requirements to ensure digitized records are organized, searchable, and readily retrievable.
• Conduct quality-control reviews of scanned documents to verify legibility, completeness, correct orientation, proper indexing, and accurate electronic filing.
• Identify missing, duplicate, damaged, illegible, or improperly categorized documentation and coordinate with appropriate Government personnel to resolve discrepancies.
• Upload and maintain digitized records within approved Government electronic repositories, network drives, or records-management systems.
• Maintain accountability and appropriate handling of classified and sensitive documentation throughout the preparation, scanning, transfer, storage, and disposition process.
• Follow applicable Government security, records management, information handling, and document control procedures when processing physical and electronic records.
• Maintain tracking logs or status reports documenting records received, scanned, quality checked, uploaded, and completed.
• Provide routine progress updates and identify issues, constraints, or records requiring Government clarification to the TPOC or designated Government representative.
• Support the orderly disposition, return, or retention of source documents following successful digitization and Government verification, in accordance with established procedures.
• Perform general administrative and records-support activities necessary to support Government digital transformation and paper-reduction initiatives.

Requirements:

• High school diploma or equivalent.
• Ability to obtain a Secret Security clearance.
• Experience performing administrative or clerical support duties in an office environment.
• Demonstrated ability to organize, scan, and manage large volumes of documents accurately.
• Strong attention to detail and ability to follow documented procedures.
• Ability to work effectively with Government personnel and multiple stakeholder groups.
• Basic computer skills, including experience with file management and network drives.
• Ability to work with material in accordance with Government security requirements.

Preferred:

• Previous experience supporting DoD, Navy, or other Federal Government organizations
• Experience with electronic records management, document imaging, or large-scale digitization projects
• Familiarity with Government information security, records handling, or classified document procedures

Sellers & Associates LLC (S&A) is a Veteran Owned Small Business (VOSB) that provides effective and affordable Programmatic and Engineering Support Services and Solutions for our Government and Commercial Clients. We work directly with our clients taking the time to understand their culture and requirements, designing a custom solution tailored to meet their unique needs at an affordable price without sacrificing quality. Our specialties include Program/Engineering Management, Training/Training Technology, Technology/Product Development Strategy and Analysis, Project Management (Cost, Schedule, Scope & Quality), and Strategic Planning applied within our clients' unique domains and context.

Sellers and Associates, LLC is an E-Verify company and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.