HJF is seeking a Support Service Specialist to support the Administration Support Department (ASD) located at the Uniformed Services University (USU) in Bethesda, MD. HJF provides scientific, technical, and programmatic support services to ASD.
The purpose of this position is to provide administrative support to the USUHS Records Manager for maintaining and preservation of the agency’s active records, and to ensure inactive records are disposed of in accordance with the Office of Secretary of Defense (OSD) disposition schedules. The position will also provide administrative support in the development, tracking, and renewal of USUHS Instructions, President’s Policy Memorandum (PPM), and the Dean’s Policy Memorandums (DPM).
- Provide records management guidance, training and assistance to USU personnel. Interpret and apply Department of Defense (DoD) directives, regulations and guidelines for application of records management within USUHS.
- Coordinate and assist the implementation of the USUHS records management program adhering to established standards and policies. Develop and retain current guidelines, practices and procedures throughout the life cycle of each departments/section’s records.
- Review and ensure essential documents and record information required for the continuity of USU operations are identified and preserved in compliance with DoD directives. Assist in identifying, labeling, and automated file retention plans for the USUHS records.
- Review and assist with the development, preparation, and monitoring of the long-range records management objectives ensuring all USU offices have approved file plans for the department ‘s records.
- Provide assistance for the inspections in preparation of annual audits by the Office of the Secretary of Defense (OSD). Coordinate and/or conducts training and guidance classes with the DHA representative(s) to the USU faculty members and administrative staff for records management to include maintenance, retention, storage and disposal.
- Conduct assessments and evaluations to ensure USU records are being maintained in accordance with DoD guidelines, requirements and criteria and assist with the development of corrective action plans as needed. Maintain and organize of the USUHS files storage and staging area.
- Serve as the alternate instruction’s manager administrator. Maintain, update, and monitor the USUHS automated tracking system for all USUHS Instructions, PPMs, and DPMs. Maintain master files for the USUHS Instructions, PPMs, and DPMs to include the original signed copy, all draft copies, and coordination sheets. Notify the Office of Primary Responsibility (OPR) of the USU Instruction review date, and coordinate and assist the OPR with their requests, comments and questions regarding the agency’s Instructions, PPM, and DPM process.
- Monitor and ensure the USU Instructions, PPMs and DPMs are reviewed, updated or cancelled. Monitor and review the USU Instructions, PPM, and DPM website for accuracy, reporting errors or findings to the ASD management and the University’s Webmaster.
- Format, edit, and assign numbers to new USU Instructions, PPMs, and DPMs and conduct the accessibility process. Review and forward final formatted USU Instructions, PPMs, and DPMs to Office of Primary Responsibility (OPR) for approval.
- Prepare Executive Summary Sheets for final USU Instructions coordination with the OPR to include the Vice President for Finance and Administration (VFA), General Counsel (OGC), and Chief of Staff for the USU President’s signature. Records, dates, and prepares the final signed USU Instructions, PPMs, or DPMs to be uploaded to the ASD’s website.
Required Knowledge, Skills and Abilities: Knowledge of computers and Microsoft Office software, to include Word and Excel. Skilled in verbal communication sufficient to convey and receive information, communicate effectively with a diverse group of people, and provide concise and thorough guidance. Skilled in verbal communication to explain information in order to make recommendations as it relates to automated file records, and storage. Skilled in written communication sufficient to compose guidance, reports, and analysis and to develop information procedures as guidance for users. Knowledge of records management administrative policies and procedures. Skilled in researching, interpreting, and applying regulations and dispositions of USU Instructions, PPM, DPM and records management based on various subject-matter and descriptions. Ability to conduct fact-finding procedures in order to investigate hardcopy and automated files and records management systems. Knowledge of office automation techniques, tracking, methods, equipment, software, and practices. Knowledge of procedures for posting documents on the web.
Minimum Education: Highschool diploma or GED is required. Associate degree is preferred.
Minimum Experience/ Training Requirements: 3-5 years of relevant work experience required.
Work Environment: Set in an office work environment.
Background/Security: Eligibility to obtain and maintain a Tier I investigation/Public Trust and a Common Access Card (CAC).
Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, addresses, education, and credentials, a criminal background check, drug screening, and a department of motor vehicle (DMV) check.
Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.
High School/GED or better.
Associates or better.
3-5 years: 3-5 years of relevant work experience required.