Records Management Clerk

SIERTEK LTD; Tucson (AZ); On-site; USD 42,000 - 54,000; Full time

Job summary

SierTeK Ltd. is seeking three Records Management Clerks to support Davis Monthan AFB in Tucson, AZ. The role focuses on receiving, indexing, digitizing, and disposing of Air Force maintenance records and related documents, ensuring compliance with DoD policies and AFRIMS.

Responsibilities include maintaining electronic and physical records, entering data into MAXIMO and Impresa, and assisting in rapid retrieval of historical records for audits and mission readiness.

Qualifications

• High school diploma or equivalent; additional education or technical training in records management, logistics, aviation maintenance, or related field preferred.
• Experience with records management, document control, data entry, information management, logistics, or related administrative/technical function.
• Ability to process large volumes of technical records and data with accuracy.
• Strong attention to detail and ability to identify discrepancies or incomplete documentation.
• Proficiency with Microsoft Office applications, especially Word, Excel, and PowerPoint.
• Ability to learn and effectively use DoD or Government automated information systems.

Responsibilities

• Receive, index, standardize, timestamp, digitize, and file incoming hardcopy maintenance records.
• Process production work orders, Work Control Documents, receiving and disposition documentation, and historical data files.
• Complete indexing, filing, timestamping, and digitization of incoming records.
• Scan and organize records electronically using Government-provided equipment.
• Verify digitized records for completeness, readability, accuracy, and proper file association.

Skills

Attention to detail

Data entry

Microsoft Excel

DoD systems familiarity

Independent work

Education

High school diploma

Technical training in records management

Tools

MAXIMO

Impresa

Job description

Job DetailsJob Location: Davis Monthan AFB - Tucson, AZ 85707Position Type: Full TimeJob Shift: DaySierTeK proudly serves our clients by providing expertise in the Program Management, Information Technology, and Administrative Support domains. Founded in 2007 as a minority and service-disabled veteran-owned company, we serve as prime- and subcontractor for a multitude of Federal Department of Defense contracts. By focusing on continual improvement, our services remain at the forefront of our industry, and we pride ourselves on delivering our services with the highest degree of integrity.

SierTeK Ltd. is seeking three (3) Records Management Clerks to support an opportunity at Davis Monthan AFB.

Position Overview Section

The employee will receive, standardize, maintain, update, inventory, digitize, and dispose of Air Force maintenance records and production documentation associated with aircraft and components tracked by aircraft tail number. The position will also electronically enter applicable data into designated DoD automated maintenance information systems.

Essential Job Functions

Maintenance Records Management

• Manage, maintain, update, inventory, and process Air Force maintenance records and maintenance actions in accordance with applicable Government publications, policies, procedures, and superseding guidance.
• Maintain accurate records associated with aircraft maintenance, repair, production, and component activities.
• Ensure records are properly classified, organized, maintained, and dispositioned in accordance with established requirements.
• Monitor records for completeness, accuracy, and proper documentation.

Systems and Operational Support

• Apply knowledge of aerospace vehicle maintenance operations, logistics management, and technical documentation procedures to support records-management activities.
• Maintain and process data associated with:

• Aircraft and asset receipts and departures
• Component removals and installations
• Aircraft configuration
• Special Inspections (SI)
• Time Change Items (TCI)
• Delayed discrepancies
• Time Compliance Technical Orders (TCTO)

• Maintain proficiency in and actively use DoD automated maintenance information systems, including MAXIMO (AMARG Business System) and Impresa, or successor systems.
• Enter and update maintenance information accurately and in accordance with local IT policies and procedures.

Records Processing, Digitization, and Standardization

• Receive, index, standardize, timestamp, digitize, and file incoming hardcopy maintenance records.
• Process production work orders, Work Control Documents (WCD), receiving and disposition documentation, historical data files, and other maintenance records.
• Complete indexing, filing, timestamping, and digitization of incoming records
• Scan and electronically organize records using Government-provided equipment.
• Verify digitized records for completeness, readability, accuracy, and proper file association.

Data Entry and Systems Updates

• Analyze, interpret, categorize, and annotate maintenance actions contained in hardcopy records and digital media.
• Enter applicable information into MAXIMO, Impresa, or designated successor systems.
• Review existing system information against source documentation to identify inconsistencies and ensure data accuracy.
• Perform updates in accordance with applicable local IT and information-management policies.

Documentation Discrepancy Resolution

• Proactively identify documentation errors, missing disposition information, incomplete records, and data-entry discrepancies.
• Coordinate with production planning, scheduling, supervisors, and Government personnel to obtain missing or corrected information.
• Identify, document, and initiate resolution of
• Complete the resolution and applicable system
• Track unresolved discrepancies and communicate potential delays or data bottlenecks to appropriate personnel.

Physical and Electronic Records Configuration

• Organize and maintain physical and electronic records using standardized configurations.
• Maintain records hierarchically by:

• Customer
• Mission/Design/Series (MDS) or Type/Model/Series/Modification (TMSM)
• Aircraft Serial Number/Tail Number

• Ensure records can be readily located, retrieved, and associated with the appropriate aircraft, component, or maintenance activity.

Historical Records Retrieval

• Respond to Government requests for historical maintenance records
• Fulfill urgent historical records requests
• Extract and provide specific historical hardcopy or electronic records upon Government request.
• Identify and prioritize significant historical information affecting:

• Current airworthiness
• Outstanding TCTOs
• TCIs
• Structural integrity tracking
• Incident investigations

Electronic Records Management and Archiving

• Scan, appropriately name, verify, and transfer paper records into the 309 AMARG Electronic Records Management (ERM) database.
• Use Government-provided scanners and equipment in accordance with established procedures.
• Maintain secure staging of digitized paper records pending official Government authorization for disposal.
• Continue processing newly generated maintenance records and entering required information into MAXIMO and Impresa while historical records are being digitized and archived.
• Maintain accurate electronic and physical records configurations throughout the records lifecycle.

Air Force Records Information Management System (AFRIMS) Compliance

• Manage Air Force maintenance records in accordance with applicable AFRIMS requirements and DAFI 33-322, including superseding guidance.
• Identify appropriate record series and file records according to the established AFRIMS file plan and applicable file codes.
• Apply appropriate retention schedules and support transfer of records to approved offsite storage or the National Archives when required.
• Maintain physical and electronic security of records and protect Personally Identifiable Information (PII).
• Complete required Privacy Act and PII training.
• Maintain accurate documentation and logs related to file plans, retention schedules, records transfers, and authorized disposal activities.

Records Disposal

• Recognize that the Government retains sole authority to determine when records are eligible for disposal.
• Do not dispose of records without explicit written authorization from the designated Government Representative (GR) for Records Management at AMARG, as identified by the COR.
• Upon receipt of written authorization, process records associated with specific aircraft tail numbers or components using approved disposal methods.
• Support approved methods such as shredding, electronic media destruction, or secure recycling.
• Maintain confidentiality and appropriate chain-of-custody control throughout the disposal process.

Reporting and Government Support

• Maintain accurate workload and performance information for assigned records-management activities.
• Update designated Microsoft PowerPoint presentation slides for weekly Government meetings.
• Brief Government personnel on record management performance and workload status.
• Report, at a minimum:

• Volume of records processed during the previous seven days
• Current backlog and processing queue
• Digitization progress
• Data-entry accuracy rates
• Unresolved documentation discrepancies
• Missing information and other processing bottlenecks

• Communicate issues, trends, and potential impacts to workload completion in a timely manner.

Qualifications

Minimum Position Requirements

• High school diploma or equivalent required; additional education or technical training in records management, information management, logistics, aviation maintenance, or a related field is preferred.
• Experience with records management, document control, data entry, information management, logistics, maintenance documentation, or a related administrative/technical function.
• Ability to accurately process large volumes of technical records and data.
• Strong attention to detail and ability to identify discrepancies or incomplete documentation.
• Proficiency with Microsoft Office applications, particularly Microsoft Word, Excel, and PowerPoint.
• Ability to learn and effectively use DoD or Government automated information systems.
• Ability to organize physical and electronic records using established filing structures and naming conventions.
• Ability to work independently while coordinating effectively with Government personnel, supervisors, production planning, scheduling, and maintenance organizations.
• Ability to maintain confidentiality and protect PII and other sensitive Government information.
• Ability to meet established processing and records-retrieval deadlines.

High Desired Qualifications

• Experience supporting Air Force, DoD, aviation, aircraft maintenance, logistics, or aerospace operations.
• Experience with MAXIMO, Impresa, or similar maintenance-management systems.
• Familiarity with Air Force records-management requirements, AFRIMS, DAFI 33-322, or related records-retention policies.
• Experience working with aircraft maintenance records organized by aircraft serial number or tail number.
• Experience with electronic records management systems, document scanning, indexing, and digitization.
• Knowledge of aircraft maintenance documentation, TCTOs, TCIs, Special Inspections, delayed discrepancies, and configuration management.
• Previous experience working in a Government or military maintenance environment.

SierTeK is an equal opportunity employer. Employment is decided based on qualifications, merit, and business need. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training.

If you need assistance or accommodation due to a disability, you may contact us at 1+833.743.7835.