Document Management Specialist

Blue-Sky-Innovative-Solutions; Arlington (VA); Hybrid; USD 70,000 - 110,000; Full time

Job summary

Blue Sky Innovative Solutions LLC seeks an experienced Document Management Specialist to support a high-visibility transformation for DHS/CISA. You will manage executive packages from intake through closeout, ensuring completeness and proper version control in a fast-paced, collaborative environment.

The role requires 3+ years in document control or records management, strong organizational and communication skills, and the ability to work on-site in Arlington, VA with eligibility for security

Qualifications

• 3+ years of document control, records management, or related experience.
• Experience managing documents through multiple reviewers/approvals.
• Strong version control and document status discipline.
• Excellent attention to detail and organizational skills.

Responsibilities

• Manage document and package workflow from intake through closeout.
• Verify executive packages contain required components and approvals.
• Maintain version control and ensure correct document versions are used.
• Track routing, due dates, review status, and closeout documentation.
• Coordinate with writers, analysts, and reviewers to resolve issues.
• Maintain records and metadata in government-approved systems.

Skills

Attention to detail

Communication skills

Organizational skills

Microsoft Office

Tools

Microsoft Office

Job description

Blue Sky Innovative Solutions LLC is seeking an experienced Document Management Specialist to support a high-visibility organizational transformation initiative for the Department of Homeland Security (Client) Cybersecurity and Infrastructure Security Agency (CISA). The program will help CISA strengthen how it operates in its role as the National Coordinator for the Security and Resilience of U.S. Critical Infrastructure, translate assessment findings into implementation, and provide the executive and operational support needed to embed improvements into day-to-day operations.

In this role, you will provide the workflow and document-control discipline that keeps CISA's executive and operational products moving accurately from intake through review, concurrence, approval, records capture, and closeout. You will manage package completeness, routing, versions, formal concurrences, required supporting materials, and records-management requirements across a high-volume operational environment. This role is ideal for a detail-driven professional who is highly organized, persistent, process-oriented, and comfortable coordinating with multiple contributors and reviewers under deadline.

Location: Arlington, VA / Hybrid - must be available to work on-site at CISA facilities as required

Schedule: Full-time, generally Monday-Friday, 8:00 AM-5:00 PM ET

Clearance: No active security clearance required

Security Requirement: Must be able to obtain and maintain the required Client Fitness Determination and access authorization; a recent favorable Client Fitness Determination is preferred

Certification: None required unless otherwise noted below

Experience: 3+ years of relevant document control, records management, correspondence management, workflow, executive package, or Federal records experience

WHAT YOU'LL DO

• Manage document and package workflow from intake through assignment, review, concurrence, approval, records capture, and closeout.
• Verify that executive packages contain required components, supporting materials, technical background, approvals, and formal concurrences before submission.
• Maintain accurate version control and ensure reviewers and decision-makers are working from the correct document version.
• Track routing, ownership, due dates, review status, concurrences, returned actions, final disposition, and closeout documentation.
• Coordinate with writers, analysts, action officers, program managers, administrative staff, and reviewers to resolve missing information, routing issues, version conflicts, or incomplete packages.
• Maintain organized records and metadata in Government-approved systems and support compliance with Federal and CISA records-management requirements.
• Support weekly compliance audit logs and other quality-control records for finalized and closed actions.
• Develop or refine checklists, desk guides, naming conventions, templates, and workflow controls that improve consistency and reduce package errors.
• Support maintenance of document inventories, repositories, and other operational tracking tools as assigned.
• Protect sensitive, non-public Government information and follow applicable records, access, and handling requirements.
• Identify recurring workflow failures or bottlenecks and recommend practical process improvements.

WHAT YOU BRING

Required

• 3+ years of progressively responsible experience in document control, records management, correspondence management, executive package management, workflow coordination, or a closely related field.
• Demonstrated experience managing documents or action packages through multiple reviewers, approvals, or concurrence steps.
• Strong understanding of version control, document status, routing, approval, and closeout discipline.
• Exceptional attention to detail and ability to detect missing components, inconsistencies, incorrect versions, or incomplete approvals.
• Strong organizational skills and ability to maintain accurate status across multiple concurrent documents or actions.
• Professional persistence and ability to follow up tactfully with contributors and reviewers to keep work moving.
• Strong written and verbal communication skills.
• Ability to work calmly and accurately under compressed deadlines and shifting priorities.
• Sound judgment and discretion when handling sensitive Government information and executive materials.
• Proficiency with Microsoft Office and document repositories or workflow systems.
• Ability to work on-site in Arlington, Virginia, as required and successfully complete Client personnel security and fitness processing.

Preferred

• Experience supporting a Federal executive secretariat, correspondence office, front office, records program, or document-control function.
• Knowledge of Federal records-management requirements and National Archives and Records Administration practices.
• Experience with Government task-management, correspondence, records, SharePoint, or document-management systems.
• Experience developing desk guides, workflow checklists, naming conventions, or document-control procedures.
• Recent favorable Client Fitness Determination.

About Blue Sky

Blue Sky Innovative Solutions (Blue Sky) assists its federal, state and local, and commercial clients with solving their toughest challenges in the areas of IT Infrastructure Support and Engineering; Application Development and Maintenance; Program and Project Management; and Management Consulting. Find out more about Blue Sky at www.bsis-llc.com. Blue Sky is an equal opportunity employer and recruits mission-oriented, proactive, skilled candidates from across the United States. As an SBA certified HUBZone small business, Blue Sky has a special interest in recruiting and hiring personnel who reside in HUBZones. To determine whether you reside in a HUBZone, visit http://map.sba.gov/hubzone/maps/ . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.