Administrative Document Specialist

Aston Carter; O’Fallon (MO); On-site; USD 34,000 - 41,000; Part time

Benefits offered by this job

Medical, dental & vision

401(k) plan

Life Insurance

Disability coverage

Paid time off

Job summary

Aston Carter is seeking an Administrative Assistant in O’Fallon, MO with a hybrid schedule. The role focuses on records retention, archiving, and governance, ensuring documents are stored and retrievable in line with policies and regulatory requirements.

The position involves organizing archives, coordinating transfers between active and archive storage, and supporting digitization projects, with a strong emphasis on confidentiality and compliance.

Qualifications

• High school diploma or equivalent; associate or bachelor’s preferred.
• 2+ years in document management or records administration.
• Experience with SharePoint or electronic document management systems.
• Strong organizational skills and attention to detail.

Responsibilities

• Review, organize, classify, and archive records per retention schedules.
• Maintain inventories and indexing for efficient retrieval.
• Coordinate transfer between active storage, archive locations, and secure destruction processes.
• Identify duplicates and dispose of files per policies.
• Collaborate with business units on proper document practices.
• Monitor compliance with standards and retention policies.
• Maintain confidentiality of sensitive information.
• Assist digitization projects and electronic records management initiatives.
• Prepare periodic reports on archive activities and storage utilization.

Skills

Strong organizational skills

Attention to detail

Microsoft Office proficiency

Communication and collaboration

Education

High school diploma or equivalent

Associate or bachelor's in Business Administration / Information Management / Records Management

Tools

SharePoint

Electronic document management systems

File repositories

Job description

Administrative Assistant

O'Fallon, MO (hybrid schedule)

Description

The Records Retention & Document Archive Specialist is responsible for organizing, cataloging, maintaining, and archiving physical and electronic documents in accordance with company records retention policies and regulatory requirements. This role ensures that business records are accurately stored, easily retrievable, and retained or disposed of according to established retention schedules. The position supports operational efficiency, regulatory compliance, audit readiness, and information governance initiatives across the organization.

Role

• Review, organize, classify, and archive business records according to approved records retention schedules.
• Maintain document inventories and indexing systems to enable efficient retrieval of archived records.
• Coordinate the transfer of records between active storage, archive locations, and secure destruction processes.
• Identify duplicate, outdated, or unnecessary files and ensure appropriate disposition in accordance with company policies.
• Collaborate with business units to ensure proper document management practices are followed.
• Monitor compliance with records management standards, regulatory requirements, and retention policies.
• Maintain confidentiality and safeguard sensitive or proprietary information.
• Assist with digitization projects, document scanning, and electronic records management initiatives.
• Prepare periodic reporting on archive activities, retention compliance, and storage utilization.

Additional Skills & Qualifications

High school diploma or equivalent required; associate or bachelor's degree in Business Administration, Information Management, Records Management, or a related field preferred.

• 2+ years of experience in document management, records administration, data governance, administrative support, or a related discipline.
• Knowledge of records retention principles, information governance, and document lifecycle management.
• Experience using electronic document management systems, SharePoint, file repositories, or similar platforms.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage large volumes of documents while maintaining quality and consistency.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Strong communication and collaboration skills.
• Ability to handle confidential information with discretion and professionalism.
• Understanding of compliance requirements related to records retention is preferred.

Job Type & Location

This is a Contract position based out of O Fallon, MO.

Pay and Benefits

The pay range for this position is $25.00 - $30.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment.

Benefits are subject to change and may be subject to specific elections, plan, or program terms.

If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in O Fallon,MO.

Application Deadline

This position is anticipated to close on Sep 12, 2026.

Company Statements

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] ([e-mail]) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.