KMRG, LLC
ROLE
We are seeking an Administrative Specialist to support the U.S. Trade and Development Agency’s (USTDA) Information Resource Center (IRC) in Arlington, VA. In this role, you will provide records and project information management support that ensures agency files, data systems, and reporting processes are accurate, compliant, and accessible for program staff and leadership.
This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.
Apply today!
RESPONSIBILITIES I. Records Management
Maintain USTDA Central Agency Files (CAF) in accordance with agency policies Integrate working files from staff into official agency records Serve as Point of Contact (POC) for records management and support the Records Management Officer (RMO) Draft required National Archives and Records Administration (NARA) reports and assist with electronic records schedules Plan and conduct annual transfers of records and maintain inventory of materials stored at NARA Organize bi-annual records clean-up events and deliver staff training Conduct onboarding and exit briefings, including records certification and file management II. Information System Support
Input and continuously update data in Information Management Systems (e.g., Microsoft SharePoint, TDAMIS) Verify fiscal, program, contract, grant, and project data prior to entry Run data queries and generate system reports as requested III. Library Holdings
Create and maintain the library holdings database of project and program reports Segregate public and confidential reports while ensuring accurate inventory Provide bi-annual library holdings analysis reports with executive summaries for agency website IV. Document Oversight
Review and validate grant and contract deliverables for accuracy and completeness Check grant Request for Proposal (RFP) packages for consistency prior to posting Update the Information Resource Center (IRC) Document Flow Process Map and assess process efficiency Recommend and implement process improvements to enhance agency workflows V. Administrative Support
Assist the Office of Administration with staff onboarding and offboarding tasks Deliver training to staff on IRC functions and agency business processes Develop and run program and financial reports for the Annual Report and website publication Maintain and update IRC Manuals, Standard Operating Procedures (SOPs), and the Administrative Manual VI. Information Dissemination
Process internal and external requests for project and agency reports Track circulation and checkout of project reports Compile and distribute participant lists from agency events Respond to public inquiries and route them appropriately VII. FOIA Program
Support Freedom of Information Act (FOIA) program activities (e.g., logging requests, updating FOIA systems, redacting records, and preparing draft responses)
REQUIRED EXPERIENCE
At least 7 years of administrative management or relevant work experience Experience creating and implementing organizational or administrative management policies and procedures Experience managing an agency project report library Experience in information and records management
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
Skilled in using Microsoft Office (e.g., Outlook, Teams, Word, PowerPoint, and Excel) Proficient in Information Management Systems (e.g., SharePoint, TDAMIS, or similar) Ability to evaluate program effectiveness and recommend improvements Ability to provide training and technical assistance to staff Ability to respond flexibly and to provide rapid assistance in a time-sensitive environment Ability to manage multiple tasks, prioritize work, and meet deadlines Ability to identify and resolve complex problems Excellent written and verbal communication skills Strong organizational and customer service skills
EDUCATION
College degree in business or information management required Related certifications preferred
LOCATION
Arlington, VA 22209
TELEWORK
Not eligible for telework
CLEARANCE
U.S. citizenship is required as it supports the U.S. federal government Active or ability to obtain and maintain a secret security clearance
CLIENT
U.S. Department of State (DoS)
TRAVEL
Travel not required
WORK HOURS
Full-time, 40 hours per week, Monday–Friday
EMPLOYMENT CLASSIFICATION
Employment Classification Eligibility — Nonexempt
RELOCATION
Not eligible for relocation benefits
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KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.
Other Considerations.
Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.
This is a full-time opportunity in which we'll provide competitive pay, comprehensive benefits, and job stability and security.
Apply today!
RESPONSIBILITIES I. Records Management
Maintain USTDA Central Agency Files (CAF) in accordance with agency policies Integrate working files from staff into official agency records Serve as Point of Contact (POC) for records management and support the Records Management Officer (RMO) Draft required National Archives and Records Administration (NARA) reports and assist with electronic records schedules Plan and conduct annual transfers of records and maintain inventory of materials stored at NARA Organize bi-annual records clean-up events and deliver staff training Conduct onboarding and exit briefings, including records certification and file management II. Information System Support
Input and continuously update data in Information Management Systems (e.g., Microsoft SharePoint, TDAMIS) Verify fiscal, program, contract, grant, and project data prior to entry Run data queries and generate system reports as requested III. Library Holdings
Create and maintain the library holdings database of project and program reports Segregate public and confidential reports while ensuring accurate inventory Provide bi-annual library holdings analysis reports with executive summaries for agency website IV. Document Oversight
Review and validate grant and contract deliverables for accuracy and completeness Check grant Request for Proposal (RFP) packages for consistency prior to posting Update the Information Resource Center (IRC) Document Flow Process Map and assess process efficiency Recommend and implement process improvements to enhance agency workflows V. Administrative Support
Assist the Office of Administration with staff onboarding and offboarding tasks Deliver training to staff on IRC functions and agency business processes Develop and run program and financial reports for the Annual Report and website publication Maintain and update IRC Manuals, Standard Operating Procedures (SOPs), and the Administrative Manual VI. Information Dissemination
Process internal and external requests for project and agency reports Track circulation and checkout of project reports Compile and distribute participant lists from agency events Respond to public inquiries and route them appropriately VII. FOIA Program
Support Freedom of Information Act (FOIA) program activities (e.g., logging requests, updating FOIA systems, redacting records, and preparing draft responses)
REQUIRED EXPERIENCE
At least 7 years of administrative management or relevant work experience Experience creating and implementing organizational or administrative management policies and procedures Experience managing an agency project report library Experience in information and records management
REQUIRED KNOWLEDGE, SKILLS, & ABILITIES
Skilled in using Microsoft Office (e.g., Outlook, Teams, Word, PowerPoint, and Excel) Proficient in Information Management Systems (e.g., SharePoint, TDAMIS, or similar) Ability to evaluate program effectiveness and recommend improvements Ability to provide training and technical assistance to staff Ability to respond flexibly and to provide rapid assistance in a time-sensitive environment Ability to manage multiple tasks, prioritize work, and meet deadlines Ability to identify and resolve complex problems Excellent written and verbal communication skills Strong organizational and customer service skills
EDUCATION
College degree in business or information management required Related certifications preferred
LOCATION
Arlington, VA 22209
TELEWORK
Not eligible for telework
CLEARANCE
U.S. citizenship is required as it supports the U.S. federal government Active or ability to obtain and maintain a secret security clearance
CLIENT
U.S. Department of State (DoS)
TRAVEL
Travel not required
WORK HOURS
Full-time, 40 hours per week, Monday–Friday
EMPLOYMENT CLASSIFICATION
Employment Classification Eligibility — Nonexempt
RELOCATION
Not eligible for relocation benefits
******************
KMRG, LLC is an Equal Opportunity/Affirmative Action (EEO/AA) employer.
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, gender identity, sexual orientation, ancestry, national origin, age, marital or civil partnership status, mental disability, physical disability, medical condition, pregnancy, maternity status, political affiliation, military or veteran status, genetic information, traits historically associated with race, or any other basis prohibited by federal, state, and/or local law.
Other Considerations.
Applicants will be subject to a background investigation. Individual’s primary workstation is located in an office area. The noise level in this environment is low to moderate. Regularly required to sit for extended periods up to 100% of the time; frequently required to move about to access file cabinets and use office equipment such as PC, copier, fax, telephone, cell phone, etc. Occasionally required to reach overhead, bend, and lift objects of up to 10 lbs. Specific vision abilities required by this job include the use of computer monitor screens up to 100% of the time.