Records Management Specialist

About us:

BDR Solutions, LLC, (BDR) supports the U.S. Federal Government in successfully achieving its mission and goals. Our service and solution delivery starts with understanding each client's end-state, and then seamlessly integrating within each Agency's organization to improve and enhance business and technical operations and deployments.

Role Overview:

BDR Solutions LLC is seeking a Records Management Specialist to onsite support the Department of Transportation in Washington DC.

The Records Management Specialist will serve as BDR's primary records lifecycle expert for client, administering the full lifecycle of agency records in strict compliance with the Federal Records Act, NARA regulations, and DOT records control schedules. The role requires hands-on management of record inventories, electronic records systems, transfers, dispositions, and training - while serving as the agency's subject matter expert and liaison for all records management activities.

(Military Veterans are highly encouraged to apply)

Responsibilities:

Records Maintenance and Compliance

• Maintain the Authoritative Compliance Listing for all record inventories, destructions, and schedules; update weekly and reconcile against Sub-System Records Inventory Map provided by the client
• Maintain centralized electronic Record File Plan; update upon any NARA general record schedule change or retention schedule revision (approximately quarterly).
• Track and report on permanent records, record transfers and disposition status, and yearly record schedule reviews.

Records Transfers and Disposals

• Prepare ARCIS/ERA documentation packages for records transfers to NARA, including FOI Exception Assessments, Redaction Recommendations, and required metadata capture for various electronic record types.
• Produce Record Destruction Forms, Disposal Notifications/Memoranda, Transfer Forms, and Box/Inventory Lists on a quarterly basis.

Electronic Records Management System (ERMS)

• Provide expert guidance to Record Liaison Officers (RLOs) and program offices on RIM lifecycle requirements, NARA/DOT retention requirements, and electronic records capture.
• Define compliance requirements for digital platforms; act as business requirements liaison
• Develop, analyze, and conduct periodic RIM and privacy quality control reviews, compliance audits, risk assessments, and surveys to measure program effectiveness.
• Maintain and update the ERMS Requirements Checklist and Authoritative Compliance Listings monthly; conduct NARA/FRC record transfers 3-4 times per year.
• Provide recommendations on use of automated tools and systems to create program efficiencies.

Policy, Training, and SOPs

• Develop and maintain the Records Management Handbook, RM guidance documents, and SOPs in compliance with all applicable policies and regulations; update quarterly.
• Coordinate, facilitate, and conduct the annual records clean-up day and awareness week, providing hands-on assistance and recommendations clients
• Ensure all electronic system SOPs complete a Technical Feasibility Review.

Records Liaison Officer (RLO) Support

• Facilitate bi-monthly and annual RLO meetings: prepare meeting agendas, record minutes, provide training briefs, and maintain the current RLO roster on the RM SharePoint site (updated at least monthly).
• Attend records management meetings as requested; prepare meeting minutes for review and approval (approximately 20 meetings per year total).

Required Minimum Qualifications:

• Minimum 3 years of federal records management experience, with direct working knowledge of the Federal Records Act (44 U.S.C. Chapters 21, 29, 31, 33) and NARA regulations.
• Demonstrated experience with electronic records management systems (ERMS) and records lifecycle administration, including transfers to NARA via ARCIS or ERA.
• Experience developing records management policies, SOPs, and training materials for a federal agency audience.
• Proficiency with electronic management systems for records file plan administration and RLO support activities.(e.g. SharePoint)
• Strong written communication skills; ability to produce accurate meeting minutes, compliance reports, and policy documents
• Ability to obtain and maintain a Public Trust (Low Risk) clearance including FBI Rap Back fingerprinting and PIV credentialing
• Must be available to work 100% onsite at DOT Headquarters in Washington, DC, Monday through Friday during core hours between (7:00 AM - 4:30 PM ET).

Nice to Have Qualifications:

• Certified Records Manager (CRM) or Institute of Certified Records Managers (ICRM) certification.
• Prior DOT operating administration records management experience.
• Familiarity with NARA's ARCIS/ERA transfer platforms and FOI exception assessment procedures.
• Experience with DOT records systems.
• Experience facilitating agency-wide records awareness programs or training events.
• Working knowledge of Google Workspace (Docs, Sheets, Sites) in addition to Microsoft Office

The compensation range for this position is $60,000 - $90,000. Compensation decisions depend on a wide range of factors, including but not limited to location, skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

Employment is contingent upon successful completion of a pre‑employment drug test. This position is also subject to the company's random drug testing policy.

This position is contingent upon contract award. Employment is not guaranteed and will proceed only if the associated contract is awarded and funded.

In addition, U.S Citizenship is required. Select applicants will be subject to a government security investigation and must meet eligibility requirements for access to classified information and be able to obtain a government-granted security clearance. Individuals may also be subject to a background investigation including, but not limited to criminal history, employment and education verification, drug testing, and creditworthiness.

BDR is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, marital status, disability, veteran status, sexual orientation, or genetic information.