What are the responsibilities and job description for the Record Management/Administrative Support Specialist position at DarkStar Intelligence LLC?
Position Summary
FDA is actively seeking an on-site Record Management/Administrative Support Specialist to provide administrative services to support the initiative of electronic submission, notification, and retention of Office of Regulatory Affairs (ORA) analytical worksheet records and perform other document inventory and management duties and basic administrative support to the Office of Regulatory Affairs, Office of Regulatory Science.
Location: Jefferson, Arkansas
FLSA Status: Full-Time
Security Clearance Level: HSPD-12 – must be able to obtain
Citizenship: Applicants must be U.S. Citizens.
Position Type: On-Site
Primary Duties and Responsibilities
- Prepare records for scanning and/or conversion; Scan and convert documents into Optical Character Resolution (OCR) format to allow for searchability of documents.
- Ensure the quality of the scanned images is acceptable and verify all the worksheet pages are included in the right order by using a quality factor checklist.
- Store the electronic files of all documents received and scanned in an electronic repository and maintain an inventory of all electronic documents.
- Organize and cleanup electronic files; Compress files and create backup copies if necessary; Organize, box, and label hardcopies of worksheet packages; Index the stored boxes; Search and retrieve worksheets from the electronic repository when needed.
- Routinely be able to lift and move boxes weighing up to approximately 15 lbs to an off-site location designated by the FDA supervisor.
- Maintain an inventory of all hardcopy and digital records. FDA Records retention schedule will be provided.
- Arrange onsite shredding services for records destruction, witnessed by a government employee designated by the COR.
- Maintain a record of all documents destroyed and provide a copy of the record at least annually or upon request by the agency.
- Schedule internal and external meetings using Microsoft Outlook and WebEx.
- Attend meetings, record attendance, record action items, and assist in tracking responses related to the outcome of the meetings; Prepare meeting minutes and agendas using Microsoft Word
- Prepare travel estimates in accordance with Government regulations.
- Administrative support, including typing, filing, and organizing laboratory documents; mail receipt, sorting mail; prioritizing, triaging, and tracking mail from initial receipt until upload into the appropriate system of record; distributing mail to mailboxes in the lab.
- Retrieve laboratory supplies, reagents, and chemicals from the shipping/receiving department and deliver them to the appropriate laboratory component.
- Organize and maintain laboratory supplies, equipment, and chemical inventories; Assist with inventory audits of laboratory chemicals, supplies, and equipment.
- High School Diploma
- U.S. Citizen
- Must be able to pass an HSPD-12 background check.
- Must be proficient with using Adobe tools, Microsoft Word, Excel, and PowerPoint.
- Knowledge of SharePoint, Microsoft Outlook, and WebEx.
Equal Employment Opportunity (EEO):
At DarkStar Intelligence LLC, we firmly uphold Equal Employment Opportunity (EEO) as a foundational principle, underscoring our dedication to fostering a workplace free from discrimination. Our commitment ensures that employment decisions are based solely on individual merit, including abilities, skills, and qualifications. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.
Our EEO policy is integral to every stage of the employment process, encompassing recruitment, hiring, promotion, transfer, training, work environment, compensation, benefits, termination, and all other employment conditions.
EEO Flyer: shorturl.at/abpNX
Employee Benefits
- Core Benefits: Medical, Dental, Vision, Life Insurance, Short-Term Disability, Long-Term Disability, 401(k), Employee Assistance Program (EAP), Legal Services, Paid Time Off, 11 Federal Holidays, and a Floating Holiday.
- Voluntary Benefits: LegalShield, IDShield, and Whole Life Insurance.
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