Records Administrative Assistant

Valor 3 Services, LLC; West Mifflin (Allegheny County); On-site; USD 42,000 - 54,000; Full time

Job summary

Valor 3 Services, LLC is seeking a detail-oriented Records Administrative Assistant to support a U.S. Department of Energy program at the Bettis Atomic Power Laboratory in West Mifflin, Pennsylvania.

The Records Administrative Assistant will provide on-site records management and administrative support, including scanning and electronically filing documents, maintaining records and tracking logs, preparing correspondence, and supporting records management projects and process improvements.

Qualifications

• High school diploma or equivalent required.
• Active DOE L clearance required.
• Two years of relevant records management or admin support experience.

Responsibilities

• Scan documents using approved hardware and software.
• File scanned documents in designated electronic folders.
• Maintain accurate logs of scanned and filed documents for audit purposes.
• Support compliance with federal records management standards and site requirements.
• Create and update tracking documents for records management tasks.
• Coordinate with Government staff to understand priorities and deadlines.
• Prepare routine correspondence and memoranda using templates.
• Review documents for completeness and accuracy.
• Identify opportunities to improve records management efficiency.
• Maintain confidentiality of sensitive information.

Skills

Attention to detail

Organizational skills

Communication skills

Confidentiality

Education

High school diploma or equivalent

Associate’s degree (preferred)

Tools

Document scanning hardware

Electronic filing systems

Job description

Location: West Mifflin, Pennsylvania

Work Schedule: Full-Time, On-Site, Monday–Friday

Employer: Valor 3 Services, LLC

Position Type: Full-Time, Contingent Upon Contract Award

Security Clearance: Active DOE L Clearance Required

Position Overview

Valor 3 Services, LLC is seeking a detail-oriented Records Administrative Assistant to support a U.S. Department of Energy program at the Bettis Atomic Power Laboratory in West Mifflin, Pennsylvania.

The Records Administrative Assistant will provide on-site records management and administrative support, including scanning and electronically filing documents, maintaining records and tracking logs, preparing correspondence, and supporting records management projects and process improvements.

This position is contingent upon contract award.

Key Responsibilities

• Scan documents using approved hardware and software.
• Place scanned documents into designated electronic folders in accordance with established procedures.
• Maintain accurate logs of scanned and filed documents for tracking and audit purposes.
• Support compliance with federal records management standards and site-specific requirements.
• Build, maintain, and update documents used to track records management tasks and projects.
• Coordinate with Government staff to understand priorities and ensure assigned tasks are completed on schedule.
• Prepare routine correspondence, forms, letters, and memoranda using established templates.
• Review documents for completeness and accuracy.
• Assist with efforts to streamline records management processes.
• Identify opportunities to improve administrative and records management efficiency.
• Maintain confidentiality when handling sensitive documents and information.
• Document equipment, scanner, software, or network issues as required.

Minimum Qualifications

• Active DOE L clearance.
• High school diploma or equivalent.
• At least two years of relevant experience in records management or administrative support.
• Experience using document scanning hardware and software.
• Familiarity with electronic filing systems.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Ability to work effectively under deadlines.
• Strong written and verbal communication skills.
• Professional demeanor and strong interpersonal skills.
• Ability to work full-time on-site in West Mifflin, Pennsylvania.

Preferred Qualifications

• Associate’s degree or higher.
• Experience with federal records management policies or procedures.
• Previous experience supporting a federal government or Department of Energy environment.
• Experience with file management, administrative procedures, and document control.
• Experience improving administrative processes or implementing new procedures.
• Strong customer service and teamwork skills.
• Experience facilitating communication across departments or organizational teams.

Work Schedule

The anticipated schedule is Monday through Friday, eight working hours per day plus a one-hour lunch period. Work will be performed on-site at Bettis Atomic Power Laboratory in West Mifflin, Pennsylvania.

Contingency Statement

This position is contingent upon contract award. Employment offers are subject to successful contract award, verification of qualifications, and maintenance of required security clearance eligibility.

Valor 3 Services, LLC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Valor 3 Services, LLC is an E-Verify employer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)