Records & Document Control Specialist

Requirements

The Records & Document Control Specialist position supports the Health Resources and Services Administration (HRSA) in overseeing the national organ transplant system through the Organ Procurement and Transplantation Network (OPTN). Key responsibilities include preparing weekly internal reports, performing accurate data entry, arranging meetings, attending meetings and taking minutes, assisting in onboarding, maintaining records management, filing, retention, and disposition, typing/generating letters and other documents, managing confidentiality, and supporting special projects.

• Prepare weekly internal reports.
• Perform accurately all data entry functions.
• Arrange meetings as required.
• Attend meetings and take minutes.
• Understand broad knowledge of departmental and company practices to assist leadership team and staff.
• Aid in onboarding process of new hires.
• Maintain records management, filing, retention, and/or labeling.
• Type/generate letters and other documents, as necessary.
• Maintain confidentiality and security of all relevant information.
• Aid in special projects and tasks on an as needed basis.
• Serve as a backup to support reception, as needed.
• Assist internal and external customers in problem resolution, as needed.
• Provide excellent customer service.
• Operate multi-line phone system, answer incoming telephone calls and perform other clerical duties proficiently and professionally.
• Aid in ensuring accuracy of eMAP database for e-mail distribution lists for Project offices and departmental groupings for internal mail communications, and submit tickets for resolution of inaccuracies, as required.
• Serve as a member of the Social Committee to assist with social event management and coordination of initiatives designed to increase Project morale.

Qualifications

High school diploma or equivalent with 2-4 years of experience. Requires strong attention to detail, organization, and the ability to manage sensitive information in a structured and compliant manner. Highly collaborative role requiring coordination with internal teams to ensure records are maintained accurately and in alignment with program requirements and standards.

• High school diploma or equivalent.
• 2-4 years of experience.
• Strong attention to detail with ability to ensure accuracy and data integrity.
• Experience maintaining filing systems, document tracking, and records retention processes.
• Experience performing data entry and document preparation.
• Experience supporting federal or regulated programs.
• Familiarity with records retention or document control standards/processes.
• Experience working in a high-volume administrative or operations environment.

Skills

The ideal candidate should have a combination of skills including strong attention to detail, organizational abilities, and the ability to manage sensitive information. They should also have experience in records management, document control, or administrative support, and possess strong communication and interpersonal skills.

Benefits

This is a remote position. The position is contingent upon bid award. No additional benefits are provided beyond those listed in the EEO statement.

Pay

Annual salary range: $15.43 - $25.66 per hour. Compensation is based on various factors including job location, education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment.