Responsibilities & Qualifications:
RESPONSIBILITIES
- Provide technical, administrative, and operational support for NOAA records management activities, including electronic records processing, document conversion, records classification, system configuration, and end-user assistance.
- Support NOAA personnel in complying with federal records management regulations, NOAA policies, and approved records retention and disposition schedules.
- Provide help desk support to users in creating, uploading, classifying, organizing, retrieving, and dispositioning electronic records within NOAA's records management systems.
- Prepare, scan, digitize, index, and convert physical and legacy electronic documents into approved electronic formats, ensuring accuracy, completeness, and adherence to established procedures.
- Perform data entry, metadata capture, file validation, and quality assurance/quality control (QA/QC) reviews to ensure records are properly classified, searchable, accessible, and maintained in accordance with project requirements.
- Configure and maintain records management system settings, including user accounts, roles, permissions, metadata, record categories, workflows, and retention classifications, within authorized access and responsibilities.
- Troubleshoot records management system issues, document incidents, identify potential root causes, and coordinate resolution with NOAA IT, system administrators, and records management personnel.
- Maintain help desk tickets, track issues, communicate status updates, and document resolutions in accordance with established service-level agreements (SLAs).
- Coordinate document conversion, records migration, and system-related activities among NOAA program offices, IT personnel, records management staff, and contractors.
- Support system configuration changes, testing, user acceptance testing (UAT), deployment activities, and post-implementation user support.
- Develop, update, and maintain records management procedures, standard operating procedures (SOPs), user guides, knowledge articles, training materials, and frequently asked questions.
- Assist users in applying appropriate records classifications, file structures, naming conventions, metadata standards, retention requirements, and disposition procedures.
- Maintain accurate inventories, tracking logs, and supporting documentation for physical and electronic records, including records designated for transfer to Federal Records Centers.
- Prepare, organize, label, package, and document physical records for storage, shipment, retrieval, or authorized disposition.
- Support records inventory reconciliation, data cleanup, migration, validation, and ongoing records lifecycle management activities.
- Assist with records disposition activities, including identifying records eligible for disposition, verifying applicable retention schedules, documenting approvals, and coordinating actions with authorized personnel.
- Evaluate existing records management workflows and recommend process improvements to reduce manual effort, duplicate records, processing delays, and compliance risks.
- Identify opportunities to improve and automate records management activities using Microsoft 365, SharePoint, Power Platform, workflow automation, and other NOAA-approved technologies.
- Coordinate with NOAA Records Management, program offices, IT security, system administrators, and contractors to promote consistent records management practices and operational effectiveness.
- Support audits, assessments, and compliance reviews by preparing records inventories, system documentation, process documentation, and supporting evidence.
- Safeguard sensitive, personally identifiable information (PII), business-sensitive information, and other controlled records in accordance with NOAA and Department of Commerce security and privacy requirements.
- Perform additional technical and administrative duties as assigned, ensuring deliverables meet established quality standards, contractual requirements, deadlines, and SLAs.
REQUIRED QUALIFICATIONS
- Bachelor's degree (BS/BA) in Information Technology, Information Management, Business Administration, Records Management, or a related field, or an equivalent combination of education and relevant professional experience.
- Four (4) to six (6) years of relevant professional experience in records management, document management, administrative operations, IT support, or a related field.
- Experience supporting electronic records management systems, document management applications, or enterprise content management solutions.
- Experience with document digitization, scanning, indexing, metadata management, data entry, and quality assurance processes.
- Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and familiarity with Microsoft 365 and SharePoint environments.
- Ability to assist end users with records management applications, troubleshoot common technical issues, and coordinate issue resolution with appropriate support personnel.
- Understanding of records lifecycle management concepts, including records creation, classification, storage, retrieval, retention, transfer, and disposition.
- Ability to organize, process, validate, and maintain large volumes of physical and electronic records with a high degree of accuracy.
- Strong analytical, problem-solving, and organizational skills, with demonstrated attention to detail and commitment to quality.
- Effective written and verbal communication skills, including the ability to provide technical guidance and communicate with government personnel, contractors, and other stakeholders.
- Ability to develop and maintain procedural documentation, user instructions, tracking logs, and operational reports.
- Demonstrated ability to work independently and collaboratively, prioritize competing assignments, and meet multiple deadlines and performance requirements.
- Ability to handle sensitive information and comply with applicable information security, privacy, and confidentiality requirements.
DESIRED QUALIFICATIONS
- Previous experience supporting NOAA, NOAA Fisheries, the Department of Commerce, or another federal government agency.
- Familiarity with NOAA Fisheries records, documents, business processes, and records management procedures.
- Knowledge of National Archives and Records Administration (NARA) regulations, federal records management requirements, and approved records retention and disposition schedules.
- Experience with federal electronic records management systems, enterprise content management platforms, and records management workflows.
- Experience configuring records management system settings, including user permissions, metadata fields, classification structures, retention schedules, and automated workflows.
- Experience supporting IT help desk operations, incident tracking, troubleshooting, ticket management, and end-user support.
- Experience using Microsoft SharePoint, Power Automate, Power Apps, or other Microsoft Power Platform capabilities to support document management and workflow automation.
- Experience coordinating document conversion projects, electronic records migrations, data reconciliation, and records validation activities.
- Experience creating records inventories, preparing transfer documentation, and coordinating records shipments to Federal Records Centers.
- Familiarity with document imaging technologies, optical character recognition (OCR), document indexing, and metadata standards.
- Experience developing SOPs, knowledge base articles, training materials, and end-user documentation.
- Experience supporting system testing, user acceptance testing, configuration changes, and application deployments.
- Knowledge of process improvement methodologies and the ability to identify opportunities for workflow optimization and automation.
- Experience supporting federal records management audits, compliance assessments, and information governance initiatives.
Overview:
We are seeking a Records Management Systems Specialist to join our team supporting the National Oceanic and Atmospheric Administration (NOAA) in Silver Spring, MD.
This contract provides Information Technology (IT) Operations & Maintenance Requirements support to NOAA, National Marine Fisheries Service (NMFS), Office of Habitat Conservation (OHC).OHC is moving forward with a multi-year reorganization and consolidation of business tools, enterprise data, and business intelligence with the goal of supporting complex and growing program needs. The Data Technician will work with NOAA to collect, review and input documents into a computer processing system.
TekSynap is a fast-growing high-tech company that understands both the pace of technology today and the need to have a comprehensive well planned information management environment. “Technology moving at the speed of thought” embodies these principles – the need to nimbly utilize the best that information technology offers to meet the business needs of our Federal Government customers.
We offer our full-time employees a competitive benefits package to include health, dental, vision, 401K, life insurance, short-term and long-term disability plans, vacation time and holidays.
Visit us at www.TekSynap.com.
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Additional Job Information:
WORK ENVIRONMENT AND PHYSICAL DEMANDS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Location: Silver Spring, MD
- Type of environment: Onsite in Silver Spring (no telework available)
- Noise level: Medium
- Work schedule: Schedule is day shift Monday – Friday. May be requested to work evenings and weekends to meet program and contract needs.
- Amount of Travel: 10%
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to handle, feel, touch; reach with hands and arms; talk and hear. The employee is regularly required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee is regularly required to lift up to 10 pounds. The employee is frequently required to lift up to 25 pounds; and up to 50 pounds. The vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
WAGE INFORMATION
Target salary range: $75,000 - $85,000 yearly. The compensation range displayed is an estimate only and is not a guarantee of compensation or salary and will be determined on several factors regarding the individual’s particular combination of education, knowledge, skills, competencies and experience, as well as contract parameters and organizational requirements. The displayed salary is one component of the total compensation package for employees.
WORK AUTHORIZATION/SECURITY CLEARANCE
Citizenship: US Citizen
Clearance requirement: Public Trust
OTHER INFORMATION
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
TekSynap is a drug-free workplace. We reserve the right to conduct drug testing in accordance with federal, state, and local laws. All employees and candidates may be subject to drug screening if deemed necessary to ensure a safe and compliant working environment.
Many positions require specific certifications and/or the ability to obtain a security clearance. Security clearances may only be granted to U.S. citizens. Applicants who accept an offer of employment may be subject to investigations performed by TekSynap and/or the Government to verify the candidate meets the required qualifications and other eligibility requirements.
EQUAL EMPLOYMENT OPPORTUNITY
In order to provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualifications, and abilities. TekSynap does not discriminate against any person because of race, color, creed, religion, sex, sexual orientation, gender identity, protected veteran status, national origin, disability, age, genetic information or any other characteristic protected by law (referred to as “protected status”). This nondiscrimination policy extends to all terms, conditions, and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions such as promotions, compensation, benefits, and termination of employment.
TekSynap is committed to ensuring that our online application process provides an equal employment opportunity to all job seekers, including individuals with disabilities. If you believe you need a reasonable accommodation in order to search for a job opening or to submit an application, please contact
hr@teksynap.com
for assistance.