Documentation Specialist

JBW Federal; Washington (District of Columbia); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Pet insurance

Annual Costco or Sam's membership

401K

Job summary

JBW Federal, a subsidiary of the Kanaka Foundation, is seeking a Document Specialist to manage and upload personnel files into the agency system. The role may require evening or weekend shifts during peak periods and involves handling national records requests from the National Personnel Records Center.

The position emphasizes meticulous document handling, filing, and accurate data entry with advanced Microsoft Office skills and strong customer service abilities.

Qualifications

• Two years of records management experience.
• One year of data entry experience.
• High School Diploma required.
• Advanced knowledge of Microsoft Office programs.
• Strong customer service skills expected.

Responsibilities

• Retrieve cases and folders with multiple documents; ensure each page has ≤2 images.
• Remove staples from documents.
• Photocopy documents with legible copies; adjust scanner settings.
• Repair documents to allow proper scanning.
• Analyze contents to determine if documents are suitable for official records.
• Differentiate Administrative, Performance, Legal, or Policy documents.
• Identify and mark duplicate copies of documents.
• Restaple documents and re-file them into folders.

Skills

Records management

Data entry

Customer service

Education

High School Diploma

Tools

Microsoft Office

Job description

JBW Federal is a subsidiary company of the Kanaka Foundation - An NHO who's mission is to support Native Hawaiians.

You Will Receive a Comprehensive Benefits Package That Includes

• Health insurance
• Dental insurance
• Vision insurance
• Pet insurance
• Annual membership to Costco or Sam's
• 401K
• ...and much, much more!

Job Description

The Document Specialist is responsible for providing ongoing and systematic upload of personnel files into the agency application as well as copying the files on the compact discs for reviews and requesting prior service records from the National Personnel Records Center. During peak processing periods, the volume of work may require shift work into the evening or weekends.

Duties And Responsibilities

• Retrieving cases and folders that have multiple documents and each document can have multiple pages; each page should have no more than 2 images
• Removing staples
• Photocopying documents, adjusting settings to ensure legible copies
• Repairing documents to allow proper scanning
• Analyzing contents and making decision on whether documents are appropriate for official record
• Determining the difference between Administrative, Performance, Legal or Policy documents
• Identify and marking duplicate copies of documents
• Re-stapling documents
• Fastening documents in folders
• Re-filing documents and/or folders

Requirements

• Two (2) years records management experience
• One (1) year data entry experience
• High School Diploma
• Advanced knowledge of Microsoft Office programs
• Strong customer service skills

Specialized Requirements

• Detailed knowledge of duties and responsibilities related to federal human resource, service records from the National Archives, and other agencies.
• Management and oversight of records management, assessments, analysis, and inventory experience.

Kanaka Family of Companies is an Equal Opportunity Employer, and all qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, marital status, sex (including pregnancy), gender identity or expression, age, disability, veteran status, sexual orientation, genetic information (family medical history), or any other status protected by federal, state or local laws. EEO/AA employer/Vet/Disabled.

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