Government Records Digitization Specialist (Secret Clearance)

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

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.