Senior Admin Support (Records Management)

ADC MANAGEMENT SERVICES, INC.; Arlington (VA); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Life insurance

401k plans

Paid holidays

Sick leave

Vacation

Job summary

A management services firm in Arlington, VA, is seeking a Senior Admin Support specializing in records management. The ideal candidate will have at least 10 years of related experience and proficiency in Microsoft Office. This full-time position involves maintaining records, assisting staff, and ensuring compliance with NARA policies. The role offers competitive benefits, including medical and 401k plans.

Qualifications

• At least 10 years of related work experience.
• At least 5 years of records management experience.
• Ability to obtain and retain a 'SECRET' security clearance.

Responsibilities

• Maintain USTDA’s Central Agency Files (CAF).
• Provide assistance on the identification of CAF documents.
• Serve as primary Point of Contact for records management.

Skills

Organizational skills

Customer service skills

Proficiency in Microsoft Office Suite

Strong written and verbal communication skills

Ability to multitask and prioritize

Education

College degree in business or information management

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

Senior Admin Support (Records Management)

Senior Admin Support (Records Management) role at ADC MANAGEMENT SERVICES, INC. Arlington, VA. Employment status: Full-Time. Benefits include Medical, Dental, Vision, Life, STD, LTD, and 401k plans; Paid holidays, sick leave and vacation.

Overview

The U.S. Trade and Development Agency (USTDA) supports overseas infrastructure projects. This opportunity provides program and administrative support services, primarily in support of the Agency’s records management program, from origination of the records through their disposition and disposal.

Responsibilities

• Maintain USTDA’s Central Agency Files (CAF).
• Inventory and organize documents in an electronic database for storage on the agency’s shared directory or intranet for easy reference.
• Provide assistance to agency staff on the identification of CAF documents for incorporation into the database.
• Serve as primary Point of Contact (POC) for records management, including receiving official Agency documents, initiating new files, developing the file structure, scanning, labeling, organizing, circulating files, establishing filing procedures, taking inventory, controlling access, ensuring quality control, and following proper file retention policies.
• Perform scanning, copying, etc., to convert agency files and documents from hard copy to electronic files.
• Serve as technical expert (Records Custodian) and primary POC to interact with the National Archives and Records Administration (NARA) to ensure disposition, transfer, and archiving of electronic records comply with NARA policies and requirements.
• Lead in establishing records schedules for electronic records and email to ensure identification, disposition, and transfer meet NARA requirements.
• Inventory, organize, and schedule the transfer of Agency records for storage or archiving on an annual basis.
• Provide Records Management information to all incoming Agency staff.
• Conduct onboard records briefing and complete employee records certification of records briefing and Records Management Exit Interviews before staff offboard on the management/transition/storage of email and official Agency records.
• Support Freedom of Information Act (FOIA) Program.

Qualifications

• Education: College degree required in business or information management and/or related certifications.
• Experience: At least 10 total years of related work experience; at least 5 years of records management experience, including FOIA information management.
• Proficient in the use of commercial software packages and databases, such as Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
• Ability to respond flexibly and provide rapid assistance in a time-sensitive environment.
• Strong organizational and customer service skills.
• U.S. Citizenship.
• Ability to obtain and retain a “SECRET” security clearance.
• Strong computer skills (database, word processing, and data entry).
• Excellent written and verbal communication skills.
• Commitment to innovative and quality customer service.
• Physical ability to move large numbers of files and/or file boxes.
• Ability to provide on-site technical support and troubleshoot AV equipment during events.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• Ability to identify and resolve complex problems.
• Experience in creating and implementing records management policies, procedures, and retention schedules.
• Experience evaluating program effectiveness and recommending improvements.
• Experience providing training and technical assistance to staff.
• Experience with Records Management; Records Management training or certificate preferred.
• Experience with administrative services such as office management, building and facilities management, human resources, and/or policies and procedures.

Position Summary

The USTDA supports the development of overseas infrastructure projects that advance the shared strategic interests of the United States and its overseas partners. This opportunity provides program and administrative support services, primarily in support of, but not limited to, the Agency’s records management program, from origination of the records through their eventual disposition and disposal.

Duty highlights

• Maintain CAF and organize documents in electronic databases for reference.
• Assist staff in identifying CAF documents for database incorporation.
• Serve as Records Management POC and interact with NARA to ensure compliance with disposition, transfer, and archiving of electronic records.
• Establish records schedules for electronic records and email.
• Provide RM information to staff and conduct onboarding/offboarding briefings related to records management and storage of emails and official records.
• Support FOIA Program as needed.

ADC Management Services Inc. is an Equal Opportunity Employer.