Senior Administrative Specialist (Records Management)

KMRG, LLC

Arlington, VA

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JOB DETAILS

JOB TYPE

Full-time

SKILLS

Access Control, Administrative Skills, Analysis Skills, Cellular Telephone, Communication Skills, Computer Skills, Copying Machines, Customer Support/Service, Data Entry, Data Processing, Data Quality, Document Management, Documentation, Email Technology, Employee Orientation, Establish Priorities, Facilities Management, Fax Machines, Federal Government, File Management, Grant Financials, Human Resources, IRC (Internet Relay Chat), Information Technology & Information Systems, Inventory Management, Inventory Reports, Leadership, Library Databases, Metadata, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Off-Site Storage, Office Equipment, Office Management, Online Publications, Organizational Skills, Policy Implementation, Presentation/Verbal Skills, Problem Solving Skills, Program Evaluation, Records Management, Reporting Skills, Schedule Development, Secret Clearance, Security Clearance, Staff Policies, Standard Operating Procedures (SOP), Technical Support, Testing, Time Management, Training/Teaching, United States Citizen, Word Processing, Writing Skills

LOCATION

Arlington, VA

POSTED

5 days ago

ROLE
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.

Apply today!

RESPONSIBILITIES
I. Records Oversight

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

II. Records Compliance & Policy

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

III. Records Lifecycle Management

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

IV. Training & Staff Support

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

V. Information System & Data Support

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

VI. Library Holdings & Document Access

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

REQUIRED EXPERIENCE

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

REQUIRED KNOWLEDGE, SKILLS, & ABILITIES

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

EDUCATION

College degree in business or information management required
Related certifications preferred

LOCATION

Arlington, VA 22209

TELEWORK

Not eligible for telework

CLEARANCE

U.S. citizenship is required as it supports the U.S. federal government
Active or ability to obtain and maintain a secret security clearance

CLIENT

U.S. Department of State (DoS)

TRAVEL

Travel not required

WORK HOURS

Full-time, 40 hours per week, Monday–Friday

EMPLOYMENT CLASSIFICATION

Employment Classification Eligibility — Nonexempt

RELOCATION

Not eligible for relocation benefits

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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.

Other Considerations. Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.

Senior Administrative Specialist (Records Management)

KMRG, LLC

Arlington, VA

About the Company

KMRG, LLC

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