Senior Administrative Specialist (Records Management)

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.