Job Description

Position Description Summary: The Senior Administrative Support / Records Management Specialist provides comprehensive administrative and records management services within the USTDA Information Resource Center (IRC). This position ensures the proper maintenance, organization, and retrieval of physical and electronic records in accordance with federal regulations, Freedom of Information Act (FOIA) requirements, and agency policies. The incumbent serves as a subject matter expert in records management, ensuring compliance, efficiency, and customer-focused service delivery across administrative functions.
Responsibilities: • Serve as the primary records custodian, overseeing the development, implementation, and enforcement of records management policies, procedures, and retention schedules.
• Manage and maintain records in both physical and digital formats to ensure accessibility, integrity, and compliance with FOIA and federal standards.
• Conduct regular audits of record systems, identifying opportunities for improvement and ensuring accountability.
• Provide training and technical assistance to agency staff regarding proper record creation, classification, storage, and disposal procedures.
• Evaluate program effectiveness and recommend enhancements to record management processes and administrative workflows.
• Support office administrative operations, including coordination of mail, file, and correspondence management.
• Coordinate and track the transfer, archiving, and destruction of agency records in compliance with federal retention guidelines.
• Assist in administrative service functions such as office management, facility coordination, and human resources support as assigned.
• Provide onsite assistance and technical troubleshooting for audio-visual (AV) equipment during meetings, conferences, and events.
• Maintain and ensure the security and confidentiality of sensitive information.
Skills & Experience: • Minimum of 10 years of related professional experience, with at least 5 years in records management.
• Demonstrated expertise in FOIA information management and compliance.
• Experience developing and implementing policies, procedures, and records retention schedules.
• Strong computer proficiency in database management, word processing, and data entry systems.
• Excellent written and verbal communication skills for providing guidance, documentation, and training.
• Strong organizational, analytical, and customer service skills, with the ability to manage multiple priorities.
• Physical ability to move and handle large volumes of records and file boxes.
• Experience supporting administrative services such as office management, facilities, or human resources.
• Experience providing onsite technical support and troubleshooting of AV systems preferred.
Education: • Bachelor’s degree in business, information management, or a related field required.
• Records management certification preferred.
Security Clearance Required: • U.S. Citizenship and “SECRET” Security Clearance

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