Records Management Assistant

There is only one city in the country that can say it is the Nation’s Capital – Washington, D.C. Given that distinction, The Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 22 million visitors a year, have almost 700,000 residents, and 21,000 private business. The Department consists of more than 4,200 members: approximately 3,550 sworn members and over 650 civilian employees. We are one of the most diverse and highly trained departments in the country. We have the honor of safeguarding and protecting not only our nation’s residents, but also people from all over the world.

The Metropolitan Police Department (MPD) offers an attractive benefits package. The benefits package includes competitive compensation, health insurance, prescription drug coverage, dental, vision, short- and long-term disability and life insurance, as well a strong retirement benefit and savings options. Employees are also eligible for our employer contributed 401a plan after one year of employment. Additional perks such as discounts on wireless carriers, gym memberships, amusement park tickets and much more! Additional information can be found at: DCHR Benefits

This position is located in the Metropolitan Police Department (MPD), Organizational Cultural and Wellness Bureau (OCWB), Human Resources Management Division (HRMD), Customer Service. The primary purpose of this role is to operate independently within the daily operational framework of HRMD. The incumbent is responsible for managing personnel records for both current and former sworn and professional staff members. Responsibilities include creating and maintaining manual and electronic files, organizing and tracking records, archiving and storing documents, and processing various record-related requests.

This Records Management Assistant position is covered under the National Association of Government Employees (NAGE) bargaining unit and you may be required to pay an agency fee through direct payroll deductions.

The incumbent will be responsible for the following:

• Oversees and coordinates records retention and management within HRMD and follows pre-established policies, procedures, laws, and/or regulations as they relate to the maintenance and filing of personnel records.
• Handles file management systems by creating accurate manual and electronic records, conducting research and retrieval, archiving documents, and establishing filing and retention protocols. Ensures all manual and electronic records are systematically organized, properly labeled, scanned, and securely stored in designated locations, such as personnel file rooms or approved system drives.
• Maintains records of files that have been removed and ensures borrowed files are returned and conducts audits of manual and electronic files.
• Locates, retrieves, and makes copies of documents from files in response to requests and provides information to authorized users.
• Coordinates with staff regarding records management, including off-site storage and database tracking of records.
• Monitors incoming and outgoing communications and requests from MPD’s legal strategic partners to include the U.S. Attorney’s Office and Office of the Attorney General.
• Reviews and assesses all incoming requests for information, to include physical or electronic records, audio/video, and log sheets/books associated with such request.
• Assists with compiling information responsive to MPD requests for “Litigation Holds” associated with ongoing civil actions.
• Provides review, assessment, and compilation of information in response to agency requests and special projects submitted under the Freedom of Information Act (FOIA).
• Prepares administrative documents and memoranda as needed on matters related to MPD.
• Provides administrative support for requests from HRMD and Office of the General Counsel, as well as assistance with production tasks as needed.
• Serves as backup for the identification office and front desk customer service when the unit experiences staffing shortages.
• Performs other related duties as assigned.

Qualifications

• Knowledge of and the ability to follow Federal and District Government records retention and disposition guidelines and procedures.
• General knowledge of the division’s mission and goals to assist in responding to inquiries regarding HRMD personnel files and documentation.
• Strong organization skills to manage files, automated and manually, and large volumes of paperwork.
• Knowledge of MS Windows, MS Office (MS Word, Excel, Access, PowerPoint, Outlook, Teams) and ability to learn and use the software and other electronic equipment adapted by the agency to efficiently perform the job.
• Knowledge of English, grammar, punctuation, spelling, styles and required formats.
• Knowledge and understanding of privacy, security and confidentiality requirements regarding HRMD files and documents.

Licensures, Certifications and other requirements

Not applicable.

Education

High School Diploma or its equivalent is required.

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to the CS-07 grade level, or its non-District equivalent, gained from the public or private sector. Specialized experience includes but are not limited to: experience in developing various types of filing systems (i.e., physical and electronic) to organize and maintain a large number of records and documents, and follow federal and district government records management procedures; responding to inquiries pertaining to records and files; utilizing office applications, virtual meeting software and other electronic equipment; using and applying English, grammar, punctuation, spelling, styles and required formats; and the ability to keep information private, secure, and confidential.

Work Environment

The work is performed in a typical office and file room setting with adequate heating, lighting, and ventilation.

Other Significant Factors

Promotion Potential: No Known Promotion Potential

The incumbent may be required to perform duties throughout the District and surrounding areas. Applicants must have the ability to independently travel to various work sites.

This position is deemed as Security Sensitive pursuant to Chapter 4 of the D.C. Personnel Regulations, in addition to the general suitability screening and criminal background check (pre-employment and periodic), individuals may be subject to the following checks and tests:
a. Traffic record check (as applicable);
b. Pre-employment drug and alcohol test (as applicable);
c. Consumer credit check (as applicable);
d. Reasonable suspicion drug and alcohol test;
e. Random drug and alcohol test;
f. Return to duty or follow-up drug and alcohol test; and
g. Post-accident or incident drug and alcohol test.

The incumbent is required to possess and maintain a valid motor vehicle operator’s permit.

The District of Columbia Government is an Equal Opportunity Employer: all qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability. Sexual harassment is a form of sex discrimination, which is also prohibited. In addition, harassment based on any of the above-protected categories is prohibited.

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