Records Management Assistant

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Updated: August 4, 2018
Job ID: 213824
Status: Full-Time
Regular/Temporary: Regular
Location: Bethesda, MD, United States

Join the HJF Team!

HJF is seeking a Records Management Assistant to support the Administrative Services Department (ASD) at the Uniformed Services University (USU) in Bethesda, MD. HJF provides scientific, technical, and programmatic support services to ASD and USU. The Records Management Division is responsible for the maintenance and preservation of the agency's records. The incumbent will ensure inactive records are scanned and filed correctly into the official filing system and disposed of in accordance with the Defense Health Agency (DHA) disposition instruction. The position will also provide administrative support in the tracking and shredding of hardcopy records.



  • The incumbent will scan hardcopy file documents, identify, and classify documents according to characteristics, such as series number, title, department and date.
  • Upload official records via Google Drive software for efficient storage and accessibility.
  • Perform document prep work to include removing staples, flattening document corners prior to scanning.
  • Checks the quality of the document to be scanned, loading pages, evaluating light, color density, tones, shadows, and other visual information to provide a holistic result film and digital images.
  • Checks photograph elements, to include exposure and contrast for the optimal printed result.
  • Consider physical fading or other attributes as part of the overall analysis the incumbent is responsible for the documents handled and therefore must log each box in and out of his/her workstation.
  • The incumbent will also perform shredding requirements using an industrial size shredder after documents contained in various files (some sensitive in nature) have been properly cleared and approved for disposal.
  • Shredded material will be properly removed from the machine and disposed of in accordance with established University guidelines and procedures.
  • May be assigned to other tasks within the department and perform other related duties as assigned.


Required Knowledge. Skills, and Abilities:

  • Knowledge of office automation techniques, tracking, methods, and practices.
  • Must be able to operate a computer with proficiency in Microsoft Office, Adobe, Google applications.
  • Basic Knowledge of shredding machines.
  • Experience using scanners and the ability to select best image resolution and various scanner settings. Ability to analyze documents in order to ensure appropriate scanner settings.
  • Attention to detail and experience conducting document quality checks to ensure documents are scanned correctly
  • Organization skills in order to accurately re-file documents after scanning is complete and well versed in various types of filing systems and methodologies.
  • Ability to work independently with minimal supervision, in collaborative group and manage multiple priorities.
  • Must possess skill in oral and written communication sufficient to receive and convey information, communicate effectively with diverse group of people, provide concise and thorough guidance, and receive and explain information in order to make recommendations as it relates to the storage of automated records.
  • Ability to understand a wide variety of digital document organizational platforms.
  • managing hardcopy and digital files following complex instructions and learning new technology quickly and efficiently.
  • Ability to organize, prioritize, manage, and carry out duties efficiently and within established timeframes.
  • Responsible for maintaining digital files and assisting personnel with accessing their files.
  • Excellent customer service, professional attitude and appearance is required.



Minimum Education/Training Requirements: 0-2 years office experience.


Physical Capabilities: Ability to handle objects up to 30 pounds, and some heavier objects with assistance. Ability to walk, lift, bend, carry, stoop and stand. There will also be prolonged periods of sitting.


Work Environment: Duties are performed in an office setting, but may also involve exposure to dirt and/or dust when shredding or retrieving records from the University's Staging Area.



HJF is an equal opportunity and affirmative action employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.


Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.