AR - Record Management/Administrative Support Specialist

Location: Jefferson, AR 70602 | 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

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 clean up 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 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.
• Provide 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.

Requirements

• 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