Records Administrative Assistant

Records Administrative Assistant

Allegheny Science & Technology (AST) is seeking a Records Administrative Assistant to support the Department of Energy (DOE) Naval Reactors Laboratory Field Office (NRLFO) Mission Support Division. This position provides records management and administrative support to help ensure the proper handling, scanning, organization, tracking, and electronic filing of program documentation.

The successful candidate will be highly organized, detail-oriented, and comfortable working with sensitive documentation in a secure federal environment. The position requires strong administrative, records management, communication, and organizational skills, as well as the ability to manage assigned tasks and deadlines with limited oversight.

This position is 100% onsite at the Naval Reactors Facility (NRF) in Idaho and supports the Naval Reactors Laboratory Field Office (NRLFO) Idaho Branch Office. The position follows a 4/10 work schedule, consisting of four (4) workdays per week at ten (10) working hours per day, plus a one-hour lunch. Start and end times may be adjusted based on site requirements.

Duties & Responsibilities:

• Scan documents using approved hardware and software and ensure scanned materials are complete, legible, and properly oriented.
• Organize and electronically file scanned documents in designated folders in accordance with established procedures.
• Maintain accurate logs of scanned and filed documents for tracking and audit purposes.
• Support compliance with federal records management standards and site-specific requirements.
• Build, maintain, and regularly update documents used to track records management activities, workloads, and projects.
• Coordinate and communicate with Mission Support Division personnel to understand priorities and ensure assigned tasks are completed effectively.
• Manage assigned tasks and projects to established deadlines and communicate potential delays or issues to appropriate personnel.
• Assist with efforts to streamline records management processes and improve the efficiency and effectiveness of administrative workflows.
• Identify opportunities for process improvement and provide recommendations to management.
• Review documents for completeness and assist with routine correspondence and other records administrative functions.
• Prepare draft and final correspondence, forms, letters, memoranda, and other administrative documentation using established templates and procedures.
• Track and document scanner, software, network, or other records management system issues and corrective actions.
• Prepare periodic status information regarding completed work, outstanding workloads, issues, and recommended process improvements.
• Perform other records management and Mission Support Division administrative duties as assigned.

Required Qualifications:

• High school diploma or equivalent required; Associate's degree preferred.
• Minimum of two (2) years of relevant experience in records management, document control, administrative support, or a related function.
• Experience using document scanning hardware and software.
• Familiarity with electronic filing and document management systems.
• Strong organizational skills and attention to detail.
• Ability to appropriately handle confidential and sensitive information.
• Ability to prioritize multiple assignments and work effectively under established deadlines.
• Strong written and verbal communication skills.
• Professional demeanor and ability to work effectively with personnel across an organization.
• Proficiency with standard Microsoft Office applications and general office technology.

Desired Qualifications:

• Experience supporting DOE, DoD, or another federal government organization.
• Experience with federal records management policies, procedures, or requirements.
• Knowledge of file management and administrative procedures.
• Experience identifying and implementing process improvements.
• Experience facilitating communication and coordinating activities across departments or organizational groups.
• Strong customer service and teamwork skills.

Security Requirements:

• U.S. Citizenship is required.
• Must have the ability to obtain and maintain required DOE security access.
• DOE "L" Access is required for performance of this position.
• An eligible DoD clearance may be considered for reciprocity while DOE clearance adjudication is completed, as permitted by the Government.
• Must comply with all applicable site security, safety, health, environmental, and information security requirements.

Allegheny Science & Technology