Senior Administrative Support/Records Mgmt.

Job Description

Job Description

Title: Senior Administrative Support/Records Mgmt.

Location: Arlington, VA

Salary: Commensurate with experience.

Clearance: Secret Clearance– Required and Must Be Able to Maintain

Job Description:

The Senior Admin Support/Records Management serves as the Point of Contact (POC) for records management, to include receiving official documents (administrative or programmatic) from the 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 staff and integrate the material into the official files when appropriate in accordance with accepted records management procedures. Provide general administrative management support to the operations and program staff. This support shall include but not be limited to the review and verification of grant and contract deliverables, such as final reports, cost share certifications, and final project for contract and grant invoices, travel management, building and facilities management, and other administrative management-related support.

Typical duties include:

• Perform scanning, copying, etc., to convert agency files and documents from hard copy to electronic files. Documents/files may include but are not limited to funding reports, final project documents, grant invoices, etc., for inclusion in the Project Management Information System files and/or other databases.
• Create and implement records management policies, procedures, and retention schedules.
• Evaluate program effectiveness and recommending improvements.
• Provide training and technical assistance to staff.
• Maintain an accurate inventory of project/program reports.
• Maintain the USTDA library holdings database in USTDA’s Information ManagementSystem(s).
• Review and verification of grant and contract deliverables, such as final reports, cost share certifications, and final project for contract and grant invoices, travel management, building and facilities management, and other administrative management-related support.
• Track the expiration of subscriptions to external publications and provide a draft action memorandum to the Director or Deputy Director of Administration for renewal requests.
• Review grant RFP packages for completeness and consistency in conjunction with staff prior to posting to the Agency’s website.
• Assist the Office of Administration with staff onboard and offboard, including, but not limited to, setting up new office space, maintaining staff directories, maintaining the office supply inventory, and preparing the appropriate documentation for ordering.

Educational Requirements:

• Bachelor’s degree in business, management, or related degree

Experience Requirements:

• 10 years of relevant work experience
• At least 5 years of records management experience, including Freedom of Information Act information management
• Strong computer skills (database, word processing, and data entry skills)
• Excellent written and verbal communication skills
• Commitment to innovative and quality customer service
• Proficient in the use of commercial software packages and databases, such as MicrosoftOutlook, Teams, Word, PowerPoint, and Excel.
• Physical ability to move large number of files and/or file boxes
• Experience with Records Management; Records Management training

About TSM, Inc.: TSM serves many customers in the Government and private sector. Most of these projects are long-term and involve cutting edge technologies. The prospect of working for reputable client organizations on the latest technologies in a friendly work environment helps us attract and retain top-quality seasoned professionals who are technically strong.

TSM’s flexible benefits allow staff to choose from a variety of plans to meet their own needs and the needs of their families. Our family-friendly policies and programs help staff balance their personal and professional lives. CareFirst Health Insurance, Companion Vision and Dental Insurance, and Life/Accident/Disability insurance options through Hartford Group give our employees options and comprehensive coverage while keeping out of pocket costs low. TSM offers retirement and savings through the Nationwide 401(k) plan. TSM believes in investing in our employees and offers a tuition reimbursement plan, provides an employee assistance program, and professional development program to help our employees reach the next level.