Senior Admin Support/ (Records Management Specialist)

Description

Provides senior-level records and information management support for a federal administrative support services program. Responsible for managing physical and electronic records throughout the records lifecycle, including records creation, classification, organization, retention, disposition, archiving, retrieval, and compliance monitoring. Supports records management operations, records inventories, records scheduling activities, information governance initiatives, and Freedom of Information Act (FOIA) processing support.

Serves as a primary point of contact for records management activities and supports compliance with federal records management requirements, records retention policies, and information management procedures. Assists with records scheduling, records disposition, electronic records management, records inventories, file clean-up initiatives, records training, onboarding/offboarding support, and coordination with records storage and archival entities.

Provides administrative and technical support for information management systems, databases, library holdings, records repositories, reporting activities, and document tracking processes. Coordinates with Government personnel, program staff, and stakeholders to ensure records are properly maintained, secured, accessible, and compliant with applicable policies and procedures. Supports operational continuity by assisting with reporting, process improvements, records audits, data validation, and audiovisual troubleshooting during meetings or events as needed.

Key Responsibilities

• Maintain centralized physical and electronic records repositories, including file creation, scanning, indexing, labeling, organization, circulation, inventory control, access management, quality assurance, and records retention compliance.
• Serve as a records management point of contact supporting records lifecycle management, records schedules, electronic records management, records disposition, transfer, storage, and archival activities.
• Support compliance with federal records management requirements and assist with records retention schedule reviews, updates, and implementation activities.
• Coordinate records inventories, records storage preparation, archival transfers, and file clean-up initiatives to ensure records are properly maintained and accessible.
• Provide records management guidance, onboarding support, training sessions, technical assistance, records briefings, and records certification support for personnel.
• Support FOIA operations, including request tracking, document coordination, records organization, redaction support, draft correspondence preparation, and quarterly or annual reporting support.
• Input, update, organize, validate, and maintain data within information management systems, databases, document repositories, and collaboration platforms.
• Create, process, inventory, organize, and maintain library holdings and document repositories, including segregation and management of public and restricted materials.
• Prepare reports, inventories, data analyses, and operational summaries related to records management and information governance activities.
• Assist with process improvement initiatives, workflow documentation, SOP updates, and operational efficiency efforts.
• Coordinate with administrative personnel, IT staff, and stakeholders to resolve records management and information system issues.
• Provide administrative support and assist with conference room or meeting support activities, including troubleshooting audiovisual equipment when required.
• Ensure records, sensitive information, and operational materials are managed in accordance with confidentiality, privacy, and security requirements.
• Maintain a professional and customer-focused approach while supporting internal and external stakeholders.

Requirements

• College degree required in business, information management, records management, public administration, or related field; related certifications preferred.
• Minimum of ten (10) years of related administrative, records management, or information management experience.
• Minimum of five (5) years of records management experience, including Freedom of Information Act (FOIA) information management support.
• Experience creating, implementing, and maintaining records management policies, procedures, records schedules, and retention practices.
• Experience supporting records inventories, records disposition, records storage, archival activities, and electronic records management initiatives.
• Experience evaluating operational effectiveness and recommending process improvements.
• Experience providing training, technical assistance, onboarding support, and records guidance to personnel.
• Experience supporting administrative operations such as office management, facilities coordination, policies and procedures, or human resources support.
• Strong computer proficiency, including database management, data entry, records tracking systems, document repositories, and Microsoft Office applications.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and other information management systems or databases.
• Strong analytical, organizational, problem-solving, and records management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities, organize workload activities, and meet deadlines in a fast-paced environment.
• Ability to identify, analyze, and resolve complex administrative or records-related issues.
• Commitment to responsive, high-quality customer service and operational support.
• Ability to provide hands-on support and troubleshoot audiovisual equipment during meetings or events when required.
• Ability to work on-site during normal business hours, with situational telework permitted based on customer approval and operational requirements.
• Physical ability to move records, files, file boxes, office materials, and related equipment as required for contract performance.
• U.S. Citizenship required.
• Ability to obtain and maintain a SECRET security clearance; active Secret clearance preferred.

HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, or any other protected status under applicable law.

If you require a reasonable accommodation during the application process, please contact us at HR@HeiTechServices.com.

HeiTech Services may utilize technology-assisted tools, including artificial intelligence, to support the review of application materials. These tools are used to enhance efficiency; however, all hiring decisions are made by human reviewers in accordance with federal hiring guidelines.