Senior Administrative Specialist (Records Management)

KMRG, LLC•Arlington, VA

3d•$23 - $30•Onsite

About The Position

We are seeking a Senior Administrative Specialist (Records Management) to support the U.S. Trade and Development Agency’s (USTDA) Information Resource Center (IRC) in Arlington, VA. In this role, you will oversee the management, organization, and compliance of agency records, ensuring files and data are accurate, accessible, and maintained in accordance with federal records policies. This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.

Requirements

At least 10 total years of related work experience
At least 5 years of records management experience, including Freedom of Information Act (FOIA) information management
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 like office management, building and facilities management, human resources, and/or policies and procedures
Strong computer skills (database, word processing, and data entry skills)
Skilled in using Microsoft Office (e.g., Outlook, Teams, Word, PowerPoint, and Excel)
Ability to respond flexibly and to provide rapid assistance in a time-sensitive environment
Ability to manage multiple tasks, prioritize work, and meet deadlines
Ability to identify and resolve complex problems
Physical ability to move large number of files and/or file boxes
Excellent written and verbal communication skills
Strong organizational and customer service skills
College degree in business or information management required
U.S. citizenship is required as it supports the U.S. federal government
Active or ability to obtain and maintain a secret security clearance

Nice To Haves

Records Management training, or certificate

Responsibilities

Maintain and organize USTDA's Central Agency Files (CAF) in compliance with internal policies and National Archives and Records Administration (NARA) standards
Serve as primary Point of Contact (POC) for records management and provide direct support to the Records Management Officer (RMO)
Receive, scan, label, and file official agency documents; integrate staff working files into official records
Establish and manage file structures and filing procedures; perform inventories and control access to records
Act as Records Custodian for official communications with the NARA
Draft required reports for RMO review, including USTDA's annual Records Management Self-Assessment
Conduct annual reviews of the Agency Records Schedule and recommend updates
Support development and submission of schedules for electronic records, including email systems, in compliance with NARA's General Records Schedule
Lead scanning and digitization of physical records for electronic archiving
Inventory and prepare records for scheduled transfer to offsite storage or to NARA
Maintain bi-annual inventories and tracking of records stored at NARA or other offsite locations
Organize and lead bi-annual agency-wide records clean-up and disposal events
Deliver onboarding briefings and exit interviews related to records certification, compliance, and file transfer protocols
Provide ongoing training and guidance to staff on records policies, classification, retention, and proper handling
Assist with development and maintenance of SOPs and training materials related to records and information systems
Input, update, and validate data in USTDA information systems (e.g., SharePoint, TDAMIS, or equivalent)
Verify completeness and accuracy of program, grant, fiscal, and contract data prior to entry
Support CIO and Deputy CIO in testing, troubleshooting, and upgrading records and document management platforms
Generate system queries and reports to support reporting, audits, and leadership requests
Maintain agency's library holdings database, including project and program deliverables
Segregate public versus confidential reports and maintain accurate metadata and inventory tracking
Provide bi-annual library holdings analysis reports with executive summaries for leadership review and website publication
Fulfill internal and external requests for access to program and project documentation