Record Management/Administrative Support Specialist

Record Management/Administrative Support Specialist
Position Summary
DarkStar Intelligence is seeking an on-site Record Management / Administrative Support Specialist to provide comprehensive administrative services. This role supports the electronic submission, notification, and retention of analytical worksheet records for the Office of Regulatory Affairs (ORA) and involves performing various document inventory, management tasks, and basic administrative support for the Office of Regulatory Science.
Location: Jefferson, Arkansas
Schedule (FT/PT): Full-Time
Travel Required: No
Shift: Day
Remote Type: No Remote
Security Clearance: HSPD-12 (must be able to obtain)
Polygraph: None
Primary Duties and Responsibilities

• Prepare records for scanning or conversion to Optical Character Recognition (OCR) format to enhance document searchability.
• Ensure scanned images meet quality standards and confirm all worksheet pages are included and ordered correctly using a quality checklist.
• Store and maintain an inventory of scanned documents in an electronic repository.
• Organize, compress, and back up electronic files as needed. Manage hardcopies of worksheet packages by boxing, labeling, and indexing for easy retrieval.
• Lift and move boxes (up to 15 lbs) to designated off-site locations. Maintain inventories of all hardcopy and digital records as per the FDA retention schedule.
• Coordinate on-site shredding services under government oversight and keep destruction records, providing them annually or upon request.
• Schedule meetings (internal and external) using Microsoft Outlook and WebEx, record attendance, document action items, and track follow-ups. Prepare agendas and meeting minutes using Microsoft Word.
• Travel and General Administrative Support: Prepare travel estimates per government regulations. Provide general support, including typing, filing, organizing lab documents, mail management, and distribution.
• Retrieve and distribute laboratory supplies, reagents, and chemicals. Organize lab inventories and assist with audits of supplies, equipment, and chemicals.

Minimum Qualifications

• High School Diploma
• U.S. Citizen
• Must be able to pass an HSPD-12 background check.
• Proficiency in Adobe, Microsoft Word, Excel, and PowerPoint. Familiarity with SharePoint, Microsoft Outlook, and WebEx.

Salary
$17.57 per hour
This pay range is a general guideline and not a guarantee of specific compensation or salary. When extending an offer, DarkStar Intelligence considers various factors, including (but not limited to) the job's responsibilities, education, experience, knowledge, skills, and abilities, as well as internal equity, market data alignment, applicable bargaining agreements (if any), and other relevant laws.