Client : Non-Profit/Insurance Group

Title : Administrative Assistant/Records Management Specialist/Executive Assistant/Administrative Coordinator/Records Specialist/Document Control Specialist/Records Information Management Specialist

Duration : 18 months

Location: Washington, DC 20049

Job Description:

The RIM Administrative Assistant provides essential administrative and operational support to the Records & Information Management (RIM) Program. Reporting directly to the RIM Director, this role assists in coordinating program activities, managing records workflows, and ensuring smooth day-to-day operations. The admin also helps maintain documentation, supports training efforts, and collaborates with internal stakeholders to promote compliance and awareness of records information management policies and best practices. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Job Responsibilities:

Perform data entry, process documents, and track records to support the daily operations of the RIM Program.
Maintain accurate documentation of on-site and off-site records storage facilities, ensuring all records are properly indexed, labeled, and categorized for easy retrieval.
Organize and process employee requests related to record boxes, including coordinating the pickup, delivery, and retrieval of files and boxes, and collaborate with records storage vendor to manage records flow efficiently.
Review and notify employees of boxes eligible for destruction at the off-site records storage facility, facilitate destruction sign-off, inform the storage vendor of approved box destruction, and store the destruction certification.
Assist in updating policies by managing document revisions and maintaining accurate records of policy changes.
Support trainings, briefings, webinars, and other outreach events by organizing schedules, managing logistics, facilitating communication, and maintaining records to ensure effective execution.
Contribute to the communications and awareness plan by drafting, editing, and formatting materials such as newsletter, emails, and presentations to ensure clarity and consistency in messaging.

Qualifications:

Strong organizational skills with the ability to manage multiple tasks effectively.
Excellent attention to detail and accuracy in documentation.
Proficiency in data entry and document processing.
Ability to collaborate with internal stakeholders and external vendors.
Strong communication skills, both written and verbal.
Experience in records management or a related field is preferred.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
5+ years of Admin experience

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.

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