KS - Record Management/Administrative Support Specialist
Required skills
- HSPD-12
- U.S. Citizen
- Adobe tools
- Microsoft Word
- Excel
- PowerPoint
- SharePoint
- Microsoft Outlook
- WebEx
Nice to have
- electronic submission
- notification
- retention
- analytical worksheet records
- document inventory
- management duties
Role summary
The FDA is seeking an on-site Record Management/Administrative Support Specialist in Lanexa, KS. This full-time role involves providing administrative services to support electronic record submission, notification, and retention of analytical worksheet records. Responsibilities include preparing, scanning, and converting documents to OCR format, ensuring scan quality, managing electronic and hardcopy inventories, organizing files, arranging record destruction, scheduling meetings, preparing minutes and agendas, and handling administrative tasks like typing, filing, and mail distribution. The role also involves retrieving and organizing laboratory supplies and equipment, and assisting with inventory audits. Candidates must be U.S. Citizens and able to obtain an HSPD-12 clearance. Proficiency with Adobe tools, Microsoft Office Suite (Word, Excel, PowerPoint), Outlook, and WebEx is required, with knowledge of SharePoint preferred.
Description
Food and Drug Administration (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 analytical worksheet records and perform other document inventory and management duties and basic administrative support to the FDA/Human and Food Program (HFP)/Office of Laboratory Operations & Applied Science (OLOAS)/Office of Regulatory Testing and Surveillance (ORTS).
Location: Lanexa, KS 66214
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.
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.
