Document Management Specialist

Job Title: Document Management Specialist

Job Summary:

The purpose of this position is to provide document management to the a records and information management program. This includes compliance with Federal and Departmental laws/policies, and fulfilling reporting requirements to Congress, the Departments of Homeland Security (DHS) and the National Archives and Records Administration (NARA).

Responsibilities Include:

• Reviewing and cross-referencing the Standard Subject Identification Codes (SSIC) List with the USCG Consolidated Records Schedule (CRS) List; validating their continued use
• Modifying to add any missing SSICs to the CRS not previously reflected and update the SSIC list accordingly
• Removing obsolete SSICs from CRS and SSIC List
• Reviewing USCG Records Schedules posted on NARA Website, create SSIC and add records retention information not presently reflected in the USCG CRS
• Updating the SSIC List accordingly
• Creating monthly report outlining the additions, deletions, and brief explanation of changes
• Researching records retention policies and address inquiries received in response to Privacy Threshold Analysis and Privacy Impact Assessments
• Assisting programs with organizing and transferring Federal electronic records in accordance with records retention policies
• Importing Federal Records Retention Policies into Auto-classification Tool selected by the federal government
• Reviewing electronic information system/application notifications, confirming records disposition, and approving deletion requests for records eligible for deletion
• Reviewing and processing requests from USCG directorates to transfer/retrieve Federal records within 48 hours of receipt of requests or confirmation of eligibility/NARA approval
• Managing NARA Federal Records Disposal Notifications Process
• Disseminating requests to dispose of Federal records to the applicable program office within 48 hours of receipt from NARA
• Working with stakeholders to confirm records are not subject to legal/document preservation holds, open Freedom of Information Act requests, or other investigations prior to destruction
• Assisting programs with the identification of Federal essential records
• Compiling and providing annual report of Federal essential records across USCG

Required Qualifications and Skills:

• Knowledge of and experience in working with government/military records
• Knowledge of NARA database applications Electronic Records Archive (ERA), Archive and Records Centers Information System (ARCIS)
• Ability to read, interpret, and apply Federal policy, directives, and regulations
• Ability to manage multiple projects simultaneously
• Experience using Adobe, MS Office Suite (Excel, Access, PowerPoint, and MS Word), MS Teams, SharePoint, MS Project, and Visio
• Experience drafting policy, point papers, detailed reports, white papers, transition plans, action plans, briefings, training, and PowerPoint presentations
• Experience in basic fact-gathering, research methodology, data collection, and analysis
• Experience in adjudicating programmatic amendments to Federal records retention policies for NARA review and approval boards
• Experience in creating standard operational procedures/tutorials
• Experience implementing/deploying NARA Universal Electronic Records Management requirements
• Experience cross-referencing, researching, and analyzing NARA Federal records retention schedules

Work Setting and Environment:

• Monday - Friday, normal business hours
• Work is to be performed at USCG Headquarters in Washington, DC
• On-site federal contractors, in federal buildings or on federal lands must comply with CDC guidelines with respect to wearing masks, maintaining physical distance, and other public health measures

How FedWriters Will Compensate and Appreciate You:

FedWriters offers team members the opportunity to gain a lasting impression in this fast-growing small business.

FedWriters provides a competitive package of salary and benefits, including medical, dental, and vision coverage; a matching 401(k) program; generous Paid Time Off (PTO); STD; LTD; life insurance; and more!

FedWriters abides by the requirements of 41 CFR 60-1.4(a), 60-300.5(a), and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

FedWriters is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race; ethnicity; religion; gender; age; national origin; marital status; sexual orientation; gender identity; family responsibilities; matriculation; physical or mental disabilities; political affiliation; genetic information; status as a protected veteran; or any other characteristic protected by federal, state, or local law. If you are interested in applying for employment with FedWriters and need special assistance or an accommodation to apply for the position, please call (703) 872-7848. Determination on requests for reasonable accommodation are made on a case-by-case basis. FedWriters is a federal contractor seeking veteran referrals.