Administrative Specialist (Records Management)

CommandTec LLC; Carlisle (Cumberland County); Presencial; USD 60.000 - 90.000; Jornada completa

Descripción de la vacante

CommandTec LLC is seeking an Administrative Specialist to lead FOIA/PA administration, records management, and publications management for government contracts. The role ensures compliance with Army and federal regulations, manages records programs, and supports FOIA requests across multiple tenant organizations.

Responsibilities include policy drafting, training, and coordination with legal and government stakeholders, with the expectation of independent work and strong communication skills.

Formación

• Active SECRET Security Clearance (DISS) required at contract start; must be eligible for CAC via Tier 1 investigation.
• 3-5 years of progressive administrative management experience supporting federal, DoD, state, or local government organizations.
• Experience maintaining electronic records management systems or repositories in government or government-contractor environments.
• Proficiency with Microsoft SharePoint Online and Microsoft Office Suite.
• Experience using Adobe Experience Manager and/or Adobe Acrobat Pro for electronic forms.
• Knowledge of FOIA and PA requirements, including exemptions and records disclosure processes.
• Comprehensive knowledge of records management principles, retention schedules, and electronic records classification.
• Experience drafting executive-level correspondence, memorandums, and official communications.
• Strong written and verbal communication skills.
• Experience delivering training, briefings, or instructional sessions.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Valid driver's license with an acceptable driving record.
• Ability to meet all government installation access, badging, security, OPSEC, and information protection requirements.
• Ability to lift and transport materials up to 70 pounds with assistance or appropriate equipment.

Responsabilidades

• Administer FOIA and Privacy Act programs, including intake, tracking, coordination, and case management.
• Review and analyze records for FOIA/PA compliance and prepare redactions per regulations.
• Coordinate with legal counsel, records custodians, and government stakeholders to process requests and support case resolution.
• Prepare reports, maintain program records, track metrics, and support annual FOIA reporting.
• Monitor privacy program compliance, support PIAs, and assist with reporting of privacy incidents.
• Administer and maintain organizational records management programs per Army and federal requirements.
• Manage electronic records repositories, retention schedules, file plans, and disposition activities.
• Conduct records management reviews, audits, surveys, and training for compliance and improvement.
• Provide guidance on records management policies, procedures, and information governance practices.
• Administer publications and forms management programs, including review, coordination, publication, and maintenance.
• Review, edit, and format policies, regulations, memorandums, and other official correspondence.
• Develop, revise, and maintain electronic forms, publications databases, and related resources.
• Maintain organizational office symbol records and support administrative correspondence functions.
• Collaborate with government personnel and supported organizations to ensure compliance with laws and requirements.
• Performs additional duties and accepts other responsibilities as assigned.

Conocimientos

FOIA/PA compliance

Records management

Publications management

Policy drafting

Training delivery

Written and verbal communication

Independent work

Time management

Educación

High School diploma or equivalent

ATIS Records Management Officials (RMO) Course

FACTS and DPIMS proficiency Course

IMCOM/DOJ Advanced FOIA Certification

Experience with A365 SharePoint Online Enterprise

Herramientas

SharePoint Online

Microsoft Office Suite

Adobe Experience Manager

Adobe Acrobat Pro

Descripción del empleo

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Who We Are:

CommandTec, LLC is an 8(a), Woman Owned Small Business (WOSB), Economically Disadvantaged Women-Owned Small Business (EDWOSB), Small Disadvantaged Business (SDB), and Service-Disabled Veteran-Owned Small Business (SDVOSB) and Historically Underutilized Business (HUBZone), headquartered in Huntsville, AL. As a diversified professional services company, CommandTec takes great pride in providing a broad range of Intelligence, Training, Enterprise IT and Process Improvement solutions to US Government agencies and commercial customers.

Description:

This position is contingent upon the award of the DHR Installation Administrative Services contract.

Job Summary:

The Administrative Specialist serves as the subject matter expert for Records Management, Freedom of Information Act (FOIA)/Privacy Act (PA) administration, and Publications and Forms Management. The position ensures compliance with applicable Army regulations, manages organizational records and information programs, processes FOIA/PA requests, and supports publications, forms, and general administrative functions across tenant organizations.

Key Responsibilities:

• Administer Freedom of Information Act (FOIA) and Privacy Act (PA) programs, including request intake, tracking, coordination, and case management.
• Review and analyze records for FOIA and Privacy Act compliance and prepare redactions in accordance with applicable regulations.
• Coordinate with legal counsel, records custodians, and government stakeholders to process information requests and support case resolution.
• Prepare reports, maintain program records, track metrics, and support annual FOIA reporting requirements.
• Monitor privacy program compliance, support Privacy Impact Assessments (PIAs), and assist with reporting and documentation of privacy incidents.
• Administer and maintain organizational records management programs in accordance with Army and federal records management requirements.
• Manage electronic records repositories, records retention schedules, file plans, and records disposition activities.
• Conduct records management reviews, audits, surveys, and training to ensure program compliance and continuous improvement.
• Provide guidance and support on records management policies, procedures, and information governance practices.
• Administer publications and forms management programs, including review, coordination, publication, and maintenance of official forms and directives.
• Review, edit, and format policies, regulations, memorandums, and other official correspondence for compliance and consistency.
• Develop, revise, and maintain electronic forms, publications databases, and related administrative resources.
• Maintain organizational office symbol records and support administrative correspondence functions.
• Collaborate with government personnel and supported organizations to ensure compliance with applicable laws, regulations, and administrative requirements.
• Performs additional duties and accepts other responsibilities as may be assigned.

Education and Certifications:

• High School diploma or equivalent
• The following training and certifications are required to be obtained within 30-60 days of employment:
• ATIS Records Management Officials (RMO) Course
• FACTS and DPIMS proficiency Course
• IMCOM/DOJ Advanced FOIA Certification
• Experience with A365 SharePoint Online Enterprise

Position Requirements:

• Active SECRET Security Clearance (DISS) required at contract start; must be eligible for and maintain a DoD Common Access Card (CAC) via Tier 1 investigation.
• 3-5 years of progressive administrative management experience supporting federal, DoD, state, or local government organizations.
• Experience maintaining electronic records management systems or repositories in a government or government-contractor environment.
• Proficiency with Microsoft SharePoint Online and Microsoft Office Suite.
• Experience using Adobe Experience Manager and/or Adobe Acrobat Pro to develop and maintain electronic forms.
• Knowledge of Freedom of Information Act (FOIA) and Privacy Act (PA) requirements, including exemptions and records disclosure processes.
• Comprehensive knowledge of records management principles, records retention schedules, and electronic records classification.
• Experience drafting executive-level correspondence, memorandums, and official communications.
• Strong written and verbal communication skills.
• Experience delivering training, briefings, or instructional sessions.
• Ability to work independently, manage multiple priorities, and meet established deadlines.
• Valid driver's license with an acceptable driving record.
• Ability to meet all government installation access, badging, security, OPSEC, and information protection requirements.
• Ability to lift and transport materials up to 70 pounds with assistance or appropriate equipment when required.

Full-Time/Part-Time: Full-Time

Security Clearance: Active SECRET Security Clearance