Documentation Preparation Specialist

Description

At HeiTech Services, our employees are our biggest assets.

HeiTech Services is dedicated to attracting highly skilled and motivated professionals. We value our employees. We offer our employees challenging opportunities that facilitate professional growth and development while also providing the support you need to succeed. We are committed to your success because we understand that our employees are the driving force behind HeiTech Services’ continued growth.

About the Role

The Document Preparation Specialist supports day-to-day federal records management operations with a focus on preparing paper records for digitization and destruction. This role involves retrieving, organizing, tracking, and transporting records, as well as maintaining accurate documentation and databases. 

Essential Duties and Responsibilities

• Retrieve and transport physical records from file rooms, storage areas, cabinets, and workspaces, frequently lifting, carrying, and moving records boxes up to 70 lbs.
• Organize, sort, pack, label, and prepare large volumes of records while maintaining accurate box inventories and chain-of-custody documentation.
• Create and maintain detailed box manifests and records documentation, ensuring all records are accurately accounted for and tracked throughout the records management process.
• Verify the completeness and accuracy of record forms and supporting documentation prior to processing.
• Enter records information into government Records Management systems with a high degree of accuracy.
• Prepare and submit weekly and monthly reports to the Project Manager.
• Ensure quality customer service and reference support for federal staff and contractors.

Requirements

Citizenship and Background: Must be a U.S. citizen and able to obtain a Public Trust clearance.

Education: High school diploma or equivalent.

Experience: Minimum of 2 years of administrative, records management, or related experience.

Certification: Ability to complete required federal records management training.

Required Skills and Abilities

• Strong data entry accuracy, attention to detail, and ability to maintain records tracking systems. 
• Proficiency in Microsoft Office software programs (Excel, Word, Outlook) and ability to manage large volumes of data. Must be able to type at least 40 words per minute.
• Excellent organizational, time management, interpersonal skills and ability to meet production quotas and deadlines. 
• Ability to perform physical tasks such as bending, moving and lifting up to 70 lbs. 

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.