Sr Administrative Support & Records Management Specialist

Sr Administrative Support & Records Management Specialist

Longeviti LLC is searching for a Sr Administrative Support & Records Management Specialist with an active Secret clearance and at least five (5) years of records management experience, including FOIA, to support the USTDA'S program and administrative functions in Arlington, VA.

Duties and 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. Assist agency staff on the identification of CAF documents for incorporation into the database. Serve as primary Point of Contact (POC) for records management, to include receiving official Agency documents (administrative or programmatic) from the USTDA staff to initiate creation of new files, develop the file structure (content), scan, label, organize the material, circulate files, establish filing procedures, take inventory, control access, ensure quality control, and that proper file retention policies are followed. Continuously accept working files from the USTDA staff and integrate the material into the official files when appropriate in accordance with accepted USTDA records management procedures.
• Perform scanning, copying, etc., to convert agency files and documents from hard copy to electronic files. Agency documents / files may include but are not limited to USTDA-funded reports, final project documents, grant invoices, etc., for inclusion in the Project Management Information System files and / or other databases.
• Appoint Contractor personnel to serve as USTDA's technical expert (Records Custodian) and primary POC to interact with the National Archives and Records Administration (NARA) to ensure that the Agency's disposition, transfer, and archiving of electronic records are compliant with NARA policies and requirements. With the guidance and oversight of the Records Management Officer (RMO), implement and maintain methods for assessing the status of file disposition (e.g., active, suspended, retired, reactivated, etc.) and implement the official Agency response to federal records management requirements. Draft responses to required reports for the RMO's review. Subject to Agency review and approval, make modifications to the Agency's Records schedule to ensure that it is current by conducting an annual review and is compliant with NARA's General Records Schedule and other NARA requirements, and that it covers all Agency records. Advise RMO on proposed changes to the Agency's Records Schedule and lead efforts to revise / modify the schedule as approved by RMO.
• Serve as lead for assisting the Agency in the establishment of records schedules for electronic records and email to ensure identification, disposition, and transfer of records meet NARA requirements.
• Inventory, organize, and schedule the transfer of Agency records for storage or archiving on an annual basis. Maintain inventory for Agency records stored at NARA and revises inventory plan bi-annually. Plan and conduct Agency-wide Record Management Information file clean-up twice each year. This requires training Agency staff on USTDA Records Management policies, requirements, and best practices. Assist staff on document identification and disposal of electronic files and email documents, and the disposition and maintenance of official agency files stored in the IRC.
• Provide Records Management information to all incoming Agency staff (Federal and contract). Conduct an 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. Ensure that all offboarding staff records are assessed, a file management plan is completed, and permanent records are managed according to USTDA's Records Management Schedule.
• Initiate data input and continuously update electronic data in USTDA's Information Management System(s), including but not limited to MS SharePoint, TDAMIS, etc. This includes the organization and verification of fiscal, program and project management, contract and grant, and all other related information data prior to input of data in USTDA's Management Information System(s).
• Provide input as requested from the Chief Information Officer (CIO) or Deputy CIO to assist with the testing, resolution of system problems, and the upgrade of USTDA's Information Management System(s) to ensure validity and reliability of agency data.
• Obtain data from the Information Management System and run data reports as requested. Create, process, inventory, organize, and maintain USTDA's library holdings database (project / program reports), which primarily consists of, but is not limited to, feasibility studies, desk study / definitional mission / reverse trade mission final reports, etc. Maintain and segregate the public and confidential reports. Maintain an accurate inventory of project / program reports. Maintain the USTDA library holdings database in USTDA's Information Management System(s). Twice each year, the Contractor shall provide to the Contracting Officer's Representative (COR), an updated library holdings analysis report, including executive summaries for download to the Agency website.

Required Experience, Knowledge, Skills, Abilities, Competencies :

At least 10 total years of related work experience

At least five (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

Strong computer skills (database, word processing, and data entry skills)

Excellent written and verbal communication skills

Commitment to innovative and quality customer service

Physical ability to move large number of files and / or file boxes

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

Ability to provide on-site technical support, troubleshooting issues with AV equipment during events

Ability to manage multiple tasks, prioritize work, and meet deadlines

Ability to identify and resolve complex problems

Additional Requirements :

Proficient in the use of commercial software packages and databases, such as Microsoft Outlook, Teams, Word, PowerPoint, and Excel.

Possess the ability to respond flexibly and to provide rapid assistance in a time-sensitive environment.

Possess strong organizational and customer service skills.

U. S. Citizenship.

Security Clearance :

Active Secret clearance

Education :

College degree required in Business or Information Management and / or related certifications.

Salary :

TBD

Additional Details :

References will be required by prospective customer agency

Letter of Intent will be required

Safety and Health :

Longeviti, LLC, as the employer, herein notifies each employee candidate and hired employee of the enterprise-wide employee requirement to follow and adhere to all Longeviti Occupational Safety, Health, and Environmental (LOSH)-E controls, policies, procedures, standards, rules, regulations, orders, and guidelines as a condition of employment (herein referred to as safety controls) as directed by Longeviti, LLC supervision, management, and administration.

Benefits :

Longeviti offers a comprehensive and generous benefits package. The Longeviti benefits package includes medical, dental, and vision insurance for the employee and / or their families. Longeviti also includes basic life insurance which includes AD&D plus short- and long-term disability for the employee. Employees may elect to enroll in our company's 401k plan. Employees will also accrue paid time off and holidays. Additional voluntary elections include legal coverage, supplemental accident, critical illness and hospital insurance plans, and commuter benefits.

About Longeviti :

Longeviti, LLC is a government contractor specializing in providing professional support services in the fields of information technology, program management, agency administration, and intelligence analysis. We are a certified 8(a) and small disadvantaged business that excels in the market having earned our status as an ISO 9001 certified provider of services and are rated as CMMI Level 3 Services. Quality and continuous improvement are basic tenets of the organization and giving our staff the tools to make it happen are a trademark. Customer satisfaction is paramount. Longeviti, LLC is committed to non-discrimination and equal employment opportunity. All qualified applicants will receive consideration for employment without discrimination based on disability, protected veteran status or any other characteristics protected by law. Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.