Job Description

Records Management Specialist

Food and Drug Administration Office of Inspections and Investigations

Position: Full-Time / On-Site (8:00 AM to 4:30 PM local time)

• Location: White Oak Campus, 10903 New Hampshire Avenue, Silver Spring, MD 20903

Compensation: $90,000 - $100,000 annually

JOIN OUR TEAM

Caladwich is seeking a highly motivated, detail-oriented Records Management Specialist to support the Food and Drug Administration (FDA), Office of Inspections and Investigations (OII), at the White Oak Campus in Silver Spring, Maryland. This role supports the full records lifecycle for hardcopy and electronic records, including inventory, file plan development, processing, retrieval, storage, and disposition.

This position offers the opportunity to strengthen FDA records accountability and accessibility by maintaining accurate inventories and file plans, responding promptly to records requests, and ensuring that records are processed and dispositioned in accordance with FDA procedures, approved retention schedules, and National Archives and Records Administration requirements.

WHO WE ARE

Caladwich is a U.S.-based Service-Disabled Veteran-Owned Small Business (SDVOSB) and SBA 8(a) certified company providing professional services and mission support solutions to federal agencies worldwide. Our capabilities include Acquisition Support, Program Management, Logistics Support Services, Process Improvement, Asset Management, and Operational Support Services for DoD, DHS, VA, and GSA customers.

As a Veteran-owned company, our mission remains steadfast: Integrity. Solutions. Results.

CORE RESPONSIBILITIES

· Conduct and maintain inventories of hardcopy and electronic records, identifying records series, systems, quantities, owners, and storage locations.

· Develop, implement, and annually update file plans in accordance with FDA retention schedules and National Archives and Records Administration guidance.

· Receive, sort, organize, scan, index, and file records using approved FDA procedures, databases, and information systems.

· Process incoming records within five business days while maintaining complete and accurate logs and tracking documentation.

· Research, locate, and retrieve hardcopy and electronic records in response to FDA personnel requests, generally within two business days.

· Maintain records request logs and follow local inventory-control procedures for records that are checked out or returned.

· Review retention schedules and prepare eligible records for transfer or destruction, including manifests and supporting documentation.

· Identify and protect records subject to legal holds and maintain documentation for records transfers and destruction activities.

OPERATIONAL SUPPORT

· Coordinate records lifecycle activities with FDA personnel, records owners, and other stakeholders at the assigned location.

· Support monthly progress reports, ad hoc reporting, activity metrics, inventory updates, file plan updates, and quality-control documentation.

· Use electronic document management systems and Microsoft Office applications to track, organize, and report records activity.

· Maintain the accuracy, completeness, confidentiality, and timely availability of Government records and related documentation.

· Complete annual FDA security, privacy, and records management training and comply with all applicable FDA procedures.

· Support continuity of records services during normal operations and authorized continuity-of-operations or emergency conditions.

Requirements

REQUIRED QUALIFICATIONS

· Demonstrated experience in records management, including records inventories, file plan development, retention, retrieval, and disposition.

· Working knowledge of Federal records management principles and National Archives and Records Administration requirements.

· Experience with data entry, records tracking, records digitization, indexing, and electronic document management systems.

· Proficiency with Microsoft Office Suite and the ability to learn and use FDA databases and information systems.

· Strong organizational skills and attention to detail, with the ability to meet established processing and retrieval deadlines.

· Clear written and verbal communication skills and the ability to coordinate effectively with Government personnel and records owners.

· Experience supporting Federal agencies is preferred.

OTHER REQUIREMENTS

· Must be eligible to obtain and maintain a Tier 2 Moderate Risk Public Trust clearance.

· Must successfully complete FDA background screening requirements and obtain and maintain FDA credentials and badge access.

· Must complete required annual FDA security, privacy, and records management training.

· Must sign and comply with FDA nondisclosure and protection of non-public information agreements.

· Must be available to work on site during established hours; telework may be authorized only at FDA discretion during continuity-of-operations or emergency situations.