KS - Record Management/Administrative Support Specialist

DarkStar Intelligence; Overland Park (KS); On-site; USD 45,000 - 65,000; Full time

Job summary

The Food and Drug Administration (FDA) is seeking an on-site Record Management/Administrative Support Specialist in Lanexa, KS to support electronic submission and retention of analytical worksheet records.

Responsibilities include scanning to OCR, organizing electronic and hard-copy files, maintaining inventories, scheduling meetings with Outlook/WebEx, and providing general administrative support while adhering to government regulations.

Qualifications

• High School Diploma required.
• U.S. citizen required.
• Must pass HSPD-12 background check.
• Proficient with Adobe tools, Microsoft Word, Excel, PowerPoint, SharePoint, Outlook and WebEx.

Responsibilities

• Prepare records for scanning and OCR conversion for searchability.
• Verify scan quality and correct page order with a quality checklist.
• Maintain electronic repository and inventory of documents (hardcopy and digital).
• Organize, box, label, index, and retrieve worksheets and laboratory documents.
• Schedule internal/external meetings using Microsoft Outlook and WebEx; record minutes as needed.
• Provide administrative support including typing, filing, and mail handling.
• Retrive and distribute laboratory supplies and manage inventory of chemicals and equipment.

Education

High School Diploma

Tools

Adobe tools

Microsoft Word

Excel

PowerPoint

SharePoint

Microsoft Outlook

WebEx

Job description

Description

Food and Drug Administration (FDA) is actively seeking an on-site Record Management/Administrative Support Specialist to provide administrative services to support the initiative of electronic submission, notification, and retention of analytical worksheet records and perform other document inventory and management duties and basic administrative support to the FDA/Human and Food Program (HFP)/Office of Laboratory Operations & Applied Science (OLOAS)/Office of Regulatory Testing and Surveillance (ORTS).

Location: Lanexa, KS 66214

FLSA Status: Full-Time

Security Clearance Level: HSPD-12 – must be able to obtain

Citizenship: Applicants must be U.S. Citizens.

Position Type: On-Site

Primary Duties And Responsibilities

• Prepare records for scanning and/or conversion; Scan and convert documents into Optical Character Resolution (OCR) format to allow for searchability of documents.


• Ensure the quality of the scanned images is acceptable and verify all the worksheet pages are included in the right order by using a quality factor checklist.


• Store the electronic files of all documents received and scanned in an electronic repository and maintain an inventory of all electronic documents.


• Organize and cleanup electronic files; Compress files and create backup copies if necessary; Organize, box, and label hardcopies of worksheet packages; Index the stored boxes; Search and retrieve worksheets from the electronic repository when needed.


• Routinely be able to lift and move boxes weighing up to approximately 15 lbs to an off-site location designated by the FDA supervisor.


• Maintain an inventory of all hardcopy and digital records. FDA Records retention schedule will be provided.


• Arrange onsite shredding services for records destruction, witnessed by a government employee designated by the COR.


• Maintain a record of all documents destroyed and provide a copy of the record at least annually or upon request by the agency.


• Schedule internal and external meetings using Microsoft Outlook and WebEx.


• Attend meetings, record attendance, record action items, and assist in tracking responses related to the outcome of the meetings; Prepare meeting minutes and agendas using Microsoft Word


• Prepare travel estimates in accordance with Government regulations.


• Administrative support, including typing, filing, and organizing laboratory documents; mail receipt, sorting mail; prioritizing, triaging, and tracking mail from initial receipt until upload into the appropriate system of record; distributing mail to mailboxes in the lab.


• Retrieve laboratory supplies, reagents, and chemicals from the shipping/receiving department and deliver them to the appropriate laboratory component.


• Organize and maintain laboratory supplies, equipment, and chemical inventories; Assist with inventory audits of laboratory chemicals, supplies, and equipment.

Requirements

• High School Diploma


• U.S. Citizen


• Must be able to pass an HSPD-12 background check.


• Must be proficient with using Adobe tools, Microsoft Word, Excel, and PowerPoint.


• Knowledge of SharePoint, Microsoft Outlook, and WebEx.