Administrative Assistant Job at Eigennet LLC in Falls Church

Overview

Job Title: Records Management Assistant

Employment Type: Full-Time with Benefits

Work Authorization: US Citizen

Security Clearance: Security clearance is required for this role; candidates must meet eligibility criteria

Work Mode: On-Site presence in Office

Place of Performance: Falls Church, VA

Responsibilities

• Process permit applications, including printing, mailing, and responding to applicant inquiries.
• Enter permit and trade data into ePermits and CITES databases accurately and on time.
• Perform quality control checks on data and documents to ensure accuracy.
• Scan, digitize, and file paper records in compliance with records retention schedules.
• Sort, log, and route incoming mail; upload and track documents electronically.
• Prepare, organize, and compile reports and administrative documents.
• Support managers in inventory, record retention, and disposal activities.
• Answer and route phone calls; provide courteous customer service to applicants and the public.
• Use Microsoft 365 applications for document creation, reporting, and collaboration.
• Coordinate with government team leaders and specialists to resolve questions or issues.

Experience Required

• 3+ years of experience providing administrative support in a government or professional office environment.
• Experience with data entry, quality control, and database management.
• Experience managing high-volume workloads with accuracy and attention to detail.
• Experience with filing, record retention, and digitization of paper records.
• Experience supporting customer service operations, including phone, email, and public inquiries.

Preferred Skills

• Strong interpersonal and communication skills (phone, in-person, and written).
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, OneDrive).
• Ability to manage repetitive tasks under strict deadlines with minimal errors.
• Familiarity with federal records management requirements, the Privacy Act, and electronic permit systems (ePermits preferred).
• Demonstrated ability to learn new systems quickly and follow established procedures.

Educational Qualifications

• High school diploma required. Associate or bachelor’s degree preferred.
• Additional directly relevant work experience may substitute for formal education.

Work Hours

• 40 hours per week, Monday through Friday (excluding federal holidays).
• 8 hours per day within the coverage window of 6:00 am to 6:00 pm Eastern Time (specific start and end times to be determined).
• Includes a 30-minute lunch break.

Security Clearances Required

• Must be able to obtain and maintain a favorably adjudicated Public Trust Clearance.
• Must complete a criminal background check, including FBI fingerprinting.
• Must comply with DOJ residency requirements (residing in the U.S. for 3 of the past 5 years, or equivalent federal/military overseas service).

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