Records Administrative Assistant

JG Management Systems (JGMS); West Mifflin (Allegheny County); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision insurance

401k plan with company match

Paid time off (4 weeks)

Floating holidays (10)

Employee Assistance Program (EAP)

Professional development opportunities

Job summary

JGMS Government Services is seeking an experienced Records Administrative Assistant to provide on-site administrative and records management support to the Mission Support Division. This position is situated at a government contract site in West Mifflin, PA, with a focus on scanning, filing, and compliance.

The role requires attention to detail, organization, and the ability to handle sensitive information while meeting tight deadlines.

Qualifications

• High school diploma or equivalent; associate's degree preferred.
• Minimum of two years of records management or administrative support experience.
• Proficiency with document scanning hardware and software.
• Familiarity with electronic filing systems.
• Strong attention to detail and organizational skills.
• Ability to maintain confidentiality and handle sensitive documents.
• Professional appearance and courteous manner.
• Ability to manage priorities and meet deadlines.
• Clear and concise written and verbal communication skills.

Responsibilities

• Scan documents using approved hardware and software.
• Organize scanned documents into designated electronic folders per procedures.
• Maintain logs of scanned and filed documents for audit purposes.
• Ensure records handling complies with federal standards and site requirements.
• Build and update documents used to track records management tasks and projects.
• Coordinate with Mission Support Division to understand priorities.
• Monitor deadlines and communicate delays to management.
• Assist in streamlining records management processes and recommend improvements.
• Review routine correspondence for completeness and accuracy.
• Prepare draft and final correspondence using templates.
• Support additional records admin activities and special projects.

Skills

Attention to detail

Time management

Written and verbal communication

Confidentiality

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Document scanning hardware/software

Electronic filing systems

Job description

Position Summary

JGMS Government Services is seeking an experienced Records Administrative Assistant to provide on-site administrative and records management support to our client's Mission Support Division.

Application Deadline

8/25/2026

Job Duties And Responsibilities

• Scan documents using approved hardware and software
• Organize and place scanned documents into designated electronic folders in accordance with established procedures
• Maintain logs of scanned and filed documents for audit and tracking purposes
• Ensure records are handled in compliance with federal records management standards and site-specific requirements
• Build, maintain, and regularly update documents used to track records management tasks and projects
• Coordinate and communicate with Mission Support Division personnel to understand priorities and complete assigned work
• Monitor established deadlines and communicate potential delays or issues to management
• Assist with efforts to streamline and improve records management processes
• Recommend process improvements to increase records management efficiency and effectiveness
• Review routine correspondence and other administrative documents for completeness
• Prepare draft and final correspondence, including forms, letters, and memoranda, using established templates and procedures
• Support additional records administrative activities and special projects as assigned

Required Qualifications

• High school diploma or equivalent; associate's degree is preferred
• Minimum of two years of relevant experience in records management or administrative support
• Proficiency with document scanning hardware and software
• Familiarity with electronic filing systems
• Strong attention to detail and organizational skills
• Ability to maintain confidentiality and appropriately handle sensitive documents
• Professional appearance and courteous manner
• Ability to effectively manage priorities and work within tight deadlines
• Clear and concise written and verbal communication skills

Desired Qualifications

• Associate's degree
• Experience with federal records management policies and procedures
• Strong customer service and teamwork skills
• Experience proactively resolving issues and improving administrative or records management processes
• Experience facilitating communication between departments or organizational groups
• Knowledge of file management, transcription, and administrative procedures
• Experience implementing new policies and processes

Security Clearance

Candidates must have DOE L Access prior to the contract start date. An existing DOD clearance may be eligible for reciprocity while DOE clearance adjudication is underway.

Background Check and Screenings

A pre-employment drug screening and background review that includes checks of personal references, credit, law enforcement records, and employment/education verification is required.

Benefits

We take pride in promoting a healthy work-life balance, family-friendly benefits, servant leadership, team values and professional growth. Our competitive benefits package includes:

• Medical insurance - 100% company paid premiums for employees
• Dental and vision insurance
• 401k plan with company match
• 24 hours of paid community service a year
• Up to 4 weeks paid time off a year
• 10 paid floating holidays
• Life insurance, short- and long-term disability
• Employee Assistance Program (EAP)
• Professional development opportunities

JGMS Family of Companies

Ethically minded, mission-driven. We provide applied technology, engineering, science, and management services to government and private sector clients nationwide. As a diverse team of professionals, we are focused on meeting the needs of our clients and following through with real solutions that effectively and efficiently meet all budgetary and scheduling requirements. As a member of the team, you will be involved in a growing, dynamic organization that is developing new client solutions to benefit our environment and economy.

Equal Opportunity Employer

JGMS Government Services LLC (JGMS-GS) is dedicated to the principles of equal employment opportunity (EEO) in any term, condition, or privilege of employment. The Company prohibits unlawful discrimination against applicants or employees on the basis of age (40 and over), race, color, religion, national origin, disability, genetic information, sexual identity, sexual orientation, pregnancy, veteran status, marital status, or any other status protected by federal, state, or local laws. This policy applies to all applicants, employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, or any other entity in professional contact with the Company.

Due to the nature of the government contract requirements and/or clearance requirements, US citizenship may be required.

If you are an individual with a disability and need assistance completing the online application, please call [phone]. Alternatively, an email may be sent to [e-mail] with the subject line 'Applicant Accommodation' in the email.