Administrative Assistant - Records Management & Document Control

Job Description

Job Description

Job Title: Administrative Assistant – Laboratory Documents Management & Records Control

Employment Type: Full-Time with Benefits
Customer Agency: U.S. Food and Drug Administration (FDA) – Human and Food Program (HFP), Office of Laboratory Operations & Applied Science (OLOAS), Office of Regulatory Testing and Surveillance (ORTS)
Employment Status: Contingent Upon Contract Award
Work Location: On-Site (5 Days per Week)
Place of Performance: One of Eight FDA Human and Animal Food Laboratories (Arkansas, Colorado, Michigan, New York, California, Florida, Maryland, or Washington)
Work Authorization: Must be authorized to work in the United States without current or future employer sponsorship for the duration of the contract. U.S. Citizenship is required.
Security Requirement: Candidates must successfully complete an FDA Tier 1 (T1) Non-Sensitive/Low Risk Background Investigation, HSPD-12 fingerprinting, and all required FDA security, privacy, records management, and information security training prior to beginning work.

Position Overview

Eigennet LLC is seeking Administrative Assistants to support a federal contract opportunity with the U.S. Food and Drug Administration (FDA), Office of Laboratory Operations & Applied Science (OLOAS), Office of Regulatory Testing and Surveillance (ORTS). This position is contingent upon contract award and will provide comprehensive laboratory administrative, document management, records control, and scanning support at one of eight FDA Human and Animal Food Laboratories nationwide.

The Administrative Assistant will perform document scanning, OCR conversion, electronic records management, Laboratory Information Management System (LIMS) uploads, hardcopy records organization, records retention and destruction activities, and general laboratory administrative support. The position requires maintaining document accuracy exceeding 99% while handling Controlled Unclassified Information (CUI) and Personally Identifiable Information (PII) in accordance with FDA policies.

The successful candidate will work independently on government-furnished equipment while supporting FDA scientific and administrative personnel. This role requires exceptional organizational skills, strong attention to detail, proficiency with Microsoft Office applications, Adobe Acrobat, document management systems, and the ability to manage multiple priorities in a regulated laboratory environment.

Essential Duties and Responsibilities

• Prepare analytical worksheet packages for scanning using government-furnished scanning equipment.
• Scan hardcopy laboratory documents and convert them into OCR-searchable PDF files using Adobe Acrobat or equivalent software.
• Verify scanned documents for completeness, image quality, correct page order, and compliance with FDA Quality Factor Checklist requirements.
• Optimize PDF documents to meet FDA file size requirements.
• Upload completed analytical worksheet packages into the FDA Laboratory Information Management System (LIMS).
• Maintain electronic document repositories and organize electronic records within government systems.
• Retrieve electronic records and archived documents upon request.
• Organize, label, barcode, and archive hardcopy laboratory records according to FDA Records Retention Schedules.
• Maintain accurate inventories of archived records and document storage locations.
• Retrieve archived records for FDA compliance personnel as requested.
• Coordinate records destruction activities in accordance with FDA records retention policies and maintain destruction logs.
• Perform document shredding or coordinate approved destruction services under government supervision.
• Schedule meetings using Microsoft Outlook or WebEx and prepare agendas, meeting minutes, and related documentation.
• Assist with travel documentation, administrative reports, timekeeping, and budget tracking activities.
• Upload and organize documents within Microsoft SharePoint.
• Track laboratory operational documents, scientific equipment records, facility requests, and inventory information.
• Receive, log, label, and distribute laboratory supplies, chemicals, and reagents using LIMS.
• Maintain laboratory inventory records and assist with periodic inventory audits.
• Perform general administrative support including filing, typing, mail distribution, document preparation, and database entry.
• Maintain laboratory libraries, records, and administrative files.
• Protect Controlled Unclassified Information (CUI) and Personally Identifiable Information (PII) in accordance with FDA security policies.
• Report security or privacy incidents in accordance with FDA information security procedures.
• Contribute workload statistics and quality metrics for monthly contractor reporting.
• Coordinate effectively with FDA laboratory staff, quality personnel, Contracting Officer Representatives (CORs), and contractor management.
• Perform other related duties as assigned.

Required Qualifications

• High School Diploma or GED.
• Minimum two (2) years of clerical, administrative, office support, records management, or document control experience in a professional environment.
• Experience scanning and converting hardcopy documents into searchable electronic files using Adobe Acrobat or equivalent software.
• Experience with document filing, records organization, document inventories, or records management.
• Demonstrated high-volume data entry experience with documented accuracy exceeding 99%.
• Experience handling confidential, sensitive, or controlled information while maintaining strict confidentiality.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently in an on-site federal laboratory environment.
• Ability to transport records storage boxes weighing up to approximately 15 pounds.
• Valid driver's license with the ability to operate government-furnished vehicles for occasional off-site records transport.
• Ability to obtain and maintain all required FDA suitability determinations and site credentials.

Preferred Qualifications

• Associate degree in Office Administration, Records Management, Business Administration, or a related discipline.
• Prior experience supporting the FDA, HHS, or another federal civilian agency.
• Experience working as a federal contractor.
• Familiarity with Laboratory Information Management Systems (LIMS), Electronic Document Management Systems (EDMS), or regulated document repositories.
• Knowledge of NARA Federal Records Management requirements or FDA records retention procedures.
• Familiarity with ISO/IEC 17025 laboratory quality principles.
• Experience using Microsoft SharePoint for document management.
• Experience operating high-volume production scanners and digital imaging equipment.
• Experience using Microsoft Project, Microsoft Visio, or similar workflow management tools.
• Strong written communication skills supporting scientific, regulatory, or compliance organizations.
• Microsoft Office Specialist (MOS), Certified Administrative Professional (CAP), Certified Information Professional (CIP), or related certification is desirable.

Required Skills

• Proficiency with Adobe Acrobat for OCR conversion, PDF creation, optimization, and document management.
• Strong Microsoft Office skills including Word, Excel, Outlook, PowerPoint, and SharePoint.
• Experience with electronic document management systems and document repositories.
• Knowledge of records management, document control, filing systems, and inventory tracking.
• Excellent data entry accuracy and quality control skills.
• Strong organizational and time management abilities.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple assignments while maintaining high accuracy.
• Ability to work independently and collaboratively within a federal laboratory environment.
• Strong documentation, administrative, and customer service skills.

Physical Requirements

• Ability to sit, stand, walk, bend, and perform repetitive office and document processing activities throughout the workday.
• Ability to lift, carry, and move records storage boxes weighing up to approximately 15 pounds, with or without reasonable accommodation.
• Ability to operate high-volume document scanners, office equipment, and computer workstations for extended periods.
• Ability to review both electronic and hardcopy records for extended periods while maintaining a high degree of accuracy.
• Must be able to perform all assigned duties on-site at the designated FDA laboratory.