Record Management/Administrative Support Specialist

Jefferson, AR
Full Time
Mission Support
Entry Level
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.

About DarkStar Intelligence

DarkStar Intelligence is a Service-Disabled Veteran-Owned Small Business (SDVOSB). We are dedicated to advancing mission support and tradecraft development for our clients while emphasizing employee retention and client satisfaction. We deliver high-quality, intelligence-based solutions grounded in our “Core Four” values: humility, passion, agility, and ownership. Our team members embody humility by prioritizing the mission over personal recognition, bringing passion through relentless enthusiasm for problem-solving and innovation. With agility, they adapt swiftly to changing mission requirements and excel in team dynamics. Above all, our personnel take full ownership of their work, holding themselves accountable to deliver results and uphold the highest standards of excellence. We strive to make our country safer and create a lasting impact through these values.

Our Commitment to Diversity and Inclusion

At DarkStar Intelligence LLC, we believe that Equal Employment Opportunity (EEO) is not just a policy but a core value that defines our approach to building a diverse, inclusive, and respectful workplace. We are committed to fostering an environment where everyone is valued based on their skills, abilities, and qualifications and where employment decisions are made solely on merit.

We uphold a zero-tolerance stance on discrimination of any kind. Our commitment ensures that no one is discriminated against based on race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Our EEO principles are embedded in every facet of the employment process—from recruitment and hiring to promotions, transfers, training, and career development. We also apply this commitment to maintaining an inclusive work environment, equitable compensation and benefits, fair performance evaluations, and respectful terminations. At DarkStar Intelligence, diversity and inclusion are more than policies; they are essential to who we are and how we operate.

EEO Flyer: shorturl.at/abpNX

Employee Benefits

At DarkStar Intelligence LLC, we believe investing in our employees means providing a comprehensive benefits package designed to support their personal and professional well-being. We offer a variety of benefits to meet the diverse needs of our team:

Core Benefits:

  • Health Coverage: Medical, Dental, and Vision plans to ensure you and your family access essential care.
  • Income Protection: Life Insurance, Short-Term Disability, and Long-Term Disability to give you peace of mind.
  • Retirement Planning: A 401(k) plan to help you build a secure financial future.
  • Work-Life Support: Employee Assistance Program (EAP) and Legal Services for added support whenever needed.
  • Paid Time Off: Generous PTO, 11 paid Federal Holidays, plus a Floating Holiday to celebrate what matters most to you.

Voluntary Benefits:

  • Identity & Legal Protection: LegalShield and IDShield protect your identity and provide access to legal resources.
  • Additional Coverage: Whole Life Insurance, Accident Insurance, and Critical Care Insurance for extra protection and peace of mind.

At DarkStar Intelligence, we are committed to providing benefits that empower you to thrive inside and outside the workplace. We value your contributions and strive to ensure you feel supported every step of the way.

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