Records Specialist

Swift & Staley Inc.; United States; On-site; USD 35,000 - 50,000; Full time

Job summary

A company providing record management services is seeking an administrative professional to perform various tasks including data entry, managing electronic records, and ensuring compliance with document control requirements. Applicants should possess a high school diploma and exhibit exceptional organizational skills. This role operates in a fast-paced environment and requires attention to detail, flexibility, and the ability to pass background checks.

Qualifications

• Must pass pre-employment tests including a physical exam, drug screen, and background test.
• Experience understanding DOE records management and document control preferred.
• Familiarity with scanning and imaging equipment.

Responsibilities

• Perform data entry using standard document management programs.
• Manage the Electronic Records Management System.
• Respond to Department of Labor claims.

Skills

Data entry

Organization skills

Attention to detail

Microsoft Office proficiency

Flexibility

Education

High School Diploma or GED

Tools

SharePoint

Gimmal Compliance Suite

Adobe Acrobat

Job description

POSITION SUMMARY

Under minimal supervision, the incumbent performs a myriad of administrative functions in support of the Records Department, satisfying all document control requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(Other duties may be assigned.)

• Performs data entry using standard document management programs to register documents, maintain databases, and produce logs, transmittals, and other reports.
• Routine tasks will be assigned for management of the Electronic Records Management System (ERMS).
• Enters data and produces reports using standard office automation or specific computer applications.
• Responsible for Administrative Records that are uploaded and maintained at the EIC.
• Performs search functions in database and Electronic Records Management System to respond to Department of Labor claims for Energy Employees Occupational Illness Compensation Program.
• Scans hard-copy records and/or converts electronic files to PDF files in the Electronic Records Management System
• Must be able to manage multiple tasks simultaneously.
• Answers records inquiries from other departments and/or organizations.
• Performs quality checks of records submitted
• Required to anticipate changing priorities.
• Distributes reports and records to other departments, including other Contractors.
• Requires excellent organization skills, accuracy, and attention to detail, judgment, initiative, and flexibility.
• Sets up and maintains filing system for the Records Management Department.
• Interprets and provides records management guidance to other Contractor employees according to established procedures.
• Prepares business mail and packages for U.S. mail and other commercial carriers.
• Sorts U.S. mail to DOE and Subcontractors. Delivers mail and packages as frequently as needed, as requested by supervisor.
• May be required to escort individuals not possessing a DOE security clearance who are authorized to review records.

SUPERVISORY RESPONSIBILITIES

• None

MINIMUM QUALIFICATIONS, EDUCATION, AND KEY COMPETENCIES

• High School Diploma or GED
• Preferred 1 year direct applicable experience
• Experience using the software SharePoint and Gimmal Compliance Suite is preferred.
• Proficiency in Microsoft Office suite of software applications.
• Familiarity with DOE records management and document control requirements preferred.
• Experience in understanding and applying DOE and General Records Schedules (GRS) records schedules preferred.
• Proficiency in Adobe Acrobat, performing Pre‑flight checks, and other National Archives and Records Administration (NARA) requirements.
• Familiarity with scanning and imaging equipment.
• Flexible, dependable, and adaptable.
• Detail oriented and comfortable working in a fast‑paced office environment.
• Must be able to successfully pass all pre‑employment tests, including but not limited to: a physical exam, a drug screen, and a background test

TRAINING, LICENSES, REGISTRATIONS

• Must be a citizen of the United States and authorized to work in the US
• Must have a valid driver’s license and be able to operate a government vehicle
• Ability to obtain and maintain a Department of Energy “L” security clearance; a “Q” security clearance may be required as future needs dictate.

PHYSICAL DEMANDS

• Must be able to meet physical capacity requirements of position as determined by the Occupational Medical Provider
• Able to wear company‑provided personal protection equipment if/when required

Swift & Staley Inc. (SSI) is an Equal Opportunity Employer. Reviews and tests for the absence of any illegal drug as defined in 10 CFR 707.4 will be conducted by SSI and a background investigation by the Federal government may be required to obtain an access authorization prior to employment, and subsequent reinvestigations may be required.

Additional Job Information

Equal Opportunity Employer, including disabled and veterans.