Journeyman Document Management Specialist

Wits Solutions Inc. (WITS) is a SBA certified Small Disadvantaged Business with headquarters in the metropolitan Washington D.C. area. WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers. At WITS, we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

Job Description:

Security Clearance:

• PUBLIC TRUST

Education/ Certification Mandatory:

• BA/BS in a relevant field - business administration or public policy or similar comparable education.

Work Experience Mandatory:

• Experience working with collaboration tools such as MS SharePoint.
• Strong interpersonal, critical thinking, communication, and writing skills.
• Proven strong verbal and writing capability.

Education/Certifications Nice to Have:

• NARA Certificate of Federal Records Management Training; Institute of Certified Records Managers (ICRM) Certified Records Manager (CRM) or Certified Records Analyst (CRA); AIIM Information Management certifications; Microsoft SharePoint administration certification; DHS/CISA Section 508 training.

Work Experience Nice to Have:

• Federal records management under the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33) and NARA regulations at 36 CFR Ch. XII Subchapter B; Privacy Act (5 U.S.C. 552a) and FOIA (5 U.S.C. 552) records handling; safeguarding Sensitive But Unclassified information including PCII, SSI, and FOUO; SharePoint Online library architecture, metadata schemas, retention labels, and permissions; correspondence and tasker tracking workflows; version control and configuration management of governance documents; active or recent DHS Public Trust / EOD.

Roles And Responsibilities:

• Assist in the facilitation of coordination, response, monitoring, and closure of all document requests and correspondence for internal and external taskers using a SharePoint system and/or agency tracking tool (2.3.1).
• Comply with all applicable records management laws and regulations and NARA records policies, including the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and policies associated with safeguarding records covered by the Privacy Act of 1974 - preserving all records regardless of form, characteristics, mode of transmission, or state of completion (4.15.1).
• Manage and schedule for disposition, only as permitted by statute or regulation, all data created for Government use and delivered to or falling under the legal control of the Government, subject to 44 U.S.C. chapters 21, 29, 31, and 33, FOIA, and the Privacy Act (4.15.2).
• Maintain all records created for Government use or created while performing the contract in accordance with Federal law, ensuring electronic records and associated metadata are accompanied by sufficient technical documentation to permit understanding and use of the records and data (4.15.3).
• Prevent the alienation or unauthorized destruction of records, including all forms of mutilation; ensure records are not removed from the legal custody of IOD CISA or destroyed except in accordance with agency records schedules and with the written concurrence of the Head of the Contracting Activity (4.15.4).
• Immediately notify the Contracting Officer upon discovery of any inadvertent or unauthorized disclosure of information, data, documentary materials, records, or equipment, and report any unlawful or accidental removal, defacing, alteration, or destruction of records to CISA (4.15.4, 4.15.5).
• Ensure appropriate personnel, administrative, technical, and physical safeguards are established to protect the security and confidentiality of non-public information, and limit disclosure to authorized personnel with a need to know (4.15.5).
• Ensure no records containing non-public CISA information are created or maintained that are not specifically tied to or authorized by the contract, and that Government IT equipment is used only for authorized contract purposes (4.15.7, 4.15.8).
• Complete CISA-provided records management training, including initial and any annual or refresher training (4.15.11).
• Support the development and maintenance of Field Operating Instructions (FOIs) and the FOI Process and Governance Guide document set, including version control and configuration management (2.2.4).
• Support updating user documentation and training materials related to the Entity Notification dashboard and ServiceNow workflows (2.2.3).
• Organize briefing materials and action items by preparing binders or folders for staff, leadership, and client program offices (2.3.1).
• Monitor assigned MS Teams channels, SharePoint sites, and Outlook mailboxes; monitor, respond to, route, and track all correspondence (2.0).
• Safeguard unclassified and Sensitive But Unclassified information, including PCII, SSI, and FOUO, against unauthorized disclosure or dissemination (4.1).
• Provide document and records management support to the IOD Front Office (2.3.1).