Records Management Assistant

Records Management Assistant

Location:

Jefferson, AR 70602

Schedule:

Full-time, onsite Monday-Friday

Salary: $26 - $31 /hr

We are seeking a Records Management Assistant to support the U.S. Food and Drug Administration (FDA) at the Arkansas Human & Animal Food Laboratory (ARHAFL) in Jefferson, AR. Your scope of work will include supporting FDA laboratory operations through administrative, document management, records management, and related support services.

This is a full-time opportunity in which we’ll provide competitive pay, job stability, and security.

• Prepare laboratory records and analytical worksheet packages for scanning and conversion
• Scan and convert documents into searchable OCR format
• Process oversized materials through photocopying or digital photography, as required
• Use Adobe Acrobat or equivalent tools to optimize PDF files and reduce file size
• Review scanned images for quality, completeness, order, and readability
• Upload analytical worksheet packages into LIMS or other designated Government systems
• Send document upload notifications to appropriate Government personnel
• Store, organize, and maintain electronic files in Government-designated repositories
• Search, retrieve, compress, back up, and organize electronic files as needed

• Organize, box, label, index, and store hardcopy laboratory records
• Maintain accurate inventories of electronic and hardcopy records
• Barcode records and storage boxes using Government-provided procedures and systems
• Retrieve archived hardcopy records when requested by FDA personnel
• Move records to designated onsite or offsite storage locations as needed
• Routinely lift, move, and handle records boxes weighing up to approximately 15 lbs.
• Follow FDA records management procedures, naming conventions, and retention requirements

• Support records destruction in accordance with FDA records retention requirements
• Perform or coordinate onsite shredding/destruction using Government-provided equipment or services
• Ensure records destruction is witnessed by designated Government personnel when required
• Maintain accurate records of documents destroyed
• Provide destruction records to Government personnel upon request

• Provide administrative support for laboratory operations and document management activities
• Schedule internal and external meetings using Microsoft Outlook, Web Ex, Teams, Zoom, or similar tools
• Attend meetings, record attendance, capture action items, and prepare meeting minutes and agendas
• Assist with document preparation using Microsoft Word, Excel, PowerPoint, Project, Visio, and Share Point
• Support timekeeping, budget tracking, travel estimates, and administrative tracking activities
• Receive, sort, prioritize, track, and distribute laboratory mail and documents
• Enter data into laboratory databases and Government systems
• Maintain and organize laboratory libraries, files, and document repositories
• Track equipment, supply, chemical, and reagent inventory information
• Coordinate purchasing planning, execution, and document management support
• Retrieve supplies, reagents, and chemicals from shipping/receiving areas and deliver them to appropriate lab components
• Assist with visitor planning, vendor coordination, and other laboratory administrative needs

• Complete required FDA security, privacy, records management, LIMS, and QMiS training
• Fulfill driver/fleet training requirements if required to operate Government vehicles
• Follow FDA security, privacy, confidentiality, records management, and facility access requirements
• Sign required FDA confidentiality, non-disclosure, and system access documents
• Protect non-public Government information and follow all applicable Government procedures
• Perform related lab document management, records control, scanning, data entry, inventory, and administrative duties

• High School Diploma
• Must be proficient with Adobe tools, Microsoft Word, Excel, and Power Point
• Knowledge of SharePoint, Microsoft Outlook, and Web Ex

• Administrative support experience
• Records management, document management, or document…