Records Specialist

Socket.dev; United States; On-site; USD 63,000 - 100,000; Full time

Job summary

TSPi is seeking a Records Specialist to support NIH projects, delivering experienced records and administrative support to keep records accurately maintained, organized, and accessible in accordance with requirements.

The role involves independently managing records processes, coordinating requests, maintaining filing and tracking systems, and collaborating with stakeholders to resolve issues and improve records management practices.

Qualifications

• High school diploma with 1–5 years of relevant experience.
• Experience in records management, document management, or information management.
• Experience supporting NIH programs or similar federal health/science projects.
• Ability to independently manage records-related processes with limited supervision.
• Experience with electronic records and document repositories.
• Strong organizational skills and attention to detail.
• Ability to communicate with staff and stakeholders clearly.
• Ability to handle sensitive or confidential information.

Responsibilities

• Organize, maintain, track, retrieve, and disposition of records.
• Maintain electronic and physical records and databases.
• Review records for completeness, accuracy, organization, and classification.
• Coordinate receipt, processing, filing, retrieval, and distribution of records.
• Respond to records requests and locate requested information.
• Develop inventories, indexes, logs, and tracking tools for records management.
• Support retention and disposition activities according to schedules and policies.
• Assist with digitization, archiving, or migration of records as needed.

Skills

Records management

Document management

Information management

Administrative support

Organizational skills

Communication

Problem-solving

Education

High school diploma

Tools

Electronic records systems

Databases

Job description

The Opportunity

TSPi is seeking a Records Specialist to support professional and scientific work for the National Institutes of Health (NIH). TSPi excels in meeting the needs of our partners (clients) by offering advanced technology solutions utilizing our industry-specific knowledge, iterative Agile approach, commitment and passion to serve, collaborative and fun team atmosphere, and pride in our work.

The successful candidate will provide experienced records and administrative support to NIH teams, helping ensure records and information are accurately maintained, organized, accessible, and managed in accordance with established requirements. This individual will independently manage records-related processes, coordinate document and information requests, maintain filing and tracking systems, and help identify and resolve records management issues.

The ideal candidate is an experienced records or administrative professional who can independently manage complex records processes, maintain a high degree of accuracy and organization, work effectively with internal and external stakeholders, and develop practical solutions to improve records and information management activities.

Core Responsibilities

• Manage and support day-to-day records and information management activities, including the organization, maintenance, tracking, retrieval, and disposition of records.


• Maintain electronic and physical records, files, databases, tracking systems, and other information repositories in accordance with established procedures and requirements.


• Review records and documentation for completeness, accuracy, proper organization, and appropriate classification.


• Coordinate the receipt, processing, filing, retrieval, and distribution of records and information.


• Respond to records and document requests and coordinate with appropriate staff to locate and provide requested information.


• Develop and maintain records inventories, indexes, logs, file plans, tracking tools, and other documentation used to support effective records management.


• Support implementation of records management policies, procedures, standards, and administrative requirements.


• Monitor records-related processes and activities to identify missing documentation, inconsistencies, backlogs, or other issues requiring resolution.


• Independently investigate and resolve difficult or sometimes complex records and information management issues, escalating matters when appropriate.


• Coordinate records activities across teams, offices, and stakeholders to promote consistent records management practices.


• Support records retention and disposition activities in accordance with applicable schedules, policies, and procedures.


• Assist with the organization, migration, digitization, archiving, or other management of electronic and physical records as needed.


• Perform quality reviews of records, files, and related documentation to support accuracy, completeness, and consistency.


• Identify opportunities to improve records management workflows, procedures, tracking systems, and administrative processes.


• Develop and maintain standard operating procedures, guidance, instructions, and other documentation related to records management activities.


• Provide guidance and support to staff regarding established records management processes and requirements.


• Support projects and initiatives involving records, document management, information organization, or other administrative operations.


• Handle sensitive or confidential records and information with appropriate discretion.

Position Requirements & Preferences

Required Qualifications

• High school diploma plus 1–5 years of relevant experience.


• Demonstrated experience in records management, document management, information management, administrative records, or a related area.


• Experience supporting programs, projects, or activities for the National Institutes of Health (NIH).


• Experience maintaining and organizing electronic and/or physical records, files, databases, or document repositories.


• Demonstrated ability to independently manage records-related processes and competing priorities with limited supervision.


• Experience reviewing records and documentation for accuracy, completeness, organization, and compliance with established procedures.


• Experience using electronic records, document management, database, tracking, or other information management systems.


• Strong organizational skills and attention to detail.


• Demonstrated judgment and problem-solving skills, including the ability to identify and resolve records-related issues.


• Ability to communicate and coordinate effectively with staff, clients, and other stakeholders.


• Strong written and verbal communication skills.


• Ability to handle sensitive or confidential information appropriately.

Preferred Qualifications

• Experience providing records or information management support within NIH, HHS, or another federal health or scientific organization.


• Knowledge of federal records management practices, requirements, or records retention processes.


• Experience developing or maintaining records inventories, file plans, retention documentation, standard operating procedures, or tracking systems.


• Experience supporting electronic records management, document digitization, records migration, or archiving activities.


• Experience supporting scientific, research, health, or policy-focused organizations.


• Experience identifying and implementing improvements to records management or administrative processes.

Salary Range

$63,000 – $100,000