Records & Document Control Specialist

Description & Requirements

Maximus is currently seeking a Records & Document Control Specialist for a bid opportunity.

This program supports the Health Resources and Services Administration (HRSA) in overseeing the national organ transplant system through the Organ Procurement and Transplantation Network (OPTN). The OPTN establishes policies that ensure organs are allocated fairly and based on medical need, with a strong focus on transparency, data-driven decision-making, and equitable outcomes.

In this role, you will support records and document management processes that are critical to program operations. You will maintain document repositories, ensure accuracy and compliance of records, and support document control activities including tracking, filing, retention, and disposition. This role requires strong attention to detail, organization, and the ability to manage sensitive information in a structured and compliant manner.

This position is highly collaborative and requires coordination with internal teams to ensure records are maintained accurately and in alignment with program requirements and standards.

This is a remote position. Please note that this position is contingent upon bid award.

Essential Duties and Responsibilities:

• Prepare weekly internal reports.
• Perform accurately all data entry functions.
• Arrange meetings as required.
• Attend meetings and take minutes.
• Understand broad knowledge of departmental and company practices to assist leadership team and staff while exercising judgment on critical nature of information and confidentiality.
• Assist in on boarding process of new hires.
• Maintain records management, filing, retention, and/or labeling.
• Type/generate letters and other documents, as necessary.
• Maintain confidentiality and security of all relevant information.
• Assist supervisor and leadership team with special projects and tasks on an as needed basis, including management of inventory and supply orders. Serve as a back up to support reception, as needed.
• Assist internal and external customers in problem resolution, as needed.
• Provide excellent customer service.
• Operate multi-line phone system, answer incoming telephone calls and perform other clerical duties proficiently and professionally.
• Assist with ensuring accuracy of eMAP database for e-mail distribution lists for Project offices and departmental groupings for internal mail communications, and submit tickets for resolution of inaccuracies, as required.
• Serve as a member of the Social Committee to assist with social event management and coordination of initiatives designed to increase Project morale.

Minimum Requirements

• High School diploma or equivalent with 2-4 years of experience.
• Works on assignments that are semi-routine in nature but recognizes the need for occasional deviation from accepted - practice.
• Communicates more complex information, using job experience to anticipate and proactively address related questions.
• May have additional training or education in area of specialization.
• Minimum 2 years of experience in records management, document control, or administrative support
• Experience maintaining filing systems, document tracking, and records retention processes
• Strong attention to detail with ability to ensure accuracy and data integrity
• Experience performing data entry and document preparation
• Ability to manage confidential or sensitive information

Preferred:

• Experience supporting federal or regulated programs
• Familiarity with records retention or document control standards/processes
• Experience working in a high-volume administrative or operations environment

EEO Statement

Maximus is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, genetic information and other legally protected characteristics.

Pay Transparency

Maximus compensation is based on various factors including but not limited to job location, a candidate's education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment.…