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FOIA and Records Management Coordinator

2 months ago

Washington, United States Strongbow Strategies LLC Full time

Key Responsibilities:

This role encompasses comprehensive services essential for delivering extensive FOIA and records management assistance.

The primary focus will be on executing FOIA requests by identifying, digitizing, reviewing, and dispatching relevant documents, alongside various related duties.

In relation to the office modernization and file organization initiative, the responsibilities will include searching for specific documents; applying temporary labels to documents, folders, and boxes; reorganizing documents, folders, and boxes; moving documents, folders, and boxes within or between designated locations; maintaining a task log; and other associated tasks.

For inventorying needs, collaboration with the contractor will be necessary to pinpoint items for inventory and aid in photographing and digitally cataloging these items.

All services rendered and products delivered must adhere to Government security, records management, and Section 508 standards as mandated.


Specifically, the required services include:
Interpreting FOIA requests.
Collaborating with requestors to clarify, refine, or resubmit FOIA requests.
Locating and retrieving pertinent documents.
Standardizing physical documents in preparation for digital conversion.
Digitally converting documents.
Utilizing optical character recognition (OCR) and digital image enhancement software as necessary.
Tagging and labeling documents, folders, and boxes with metadata, if required;
Reviewing documents for necessary redactions and withholding;
Working alongside legal advisors and other staff for compliance and quality assurance;
Preparing documents for delivery to requestors;
Encrypting documents on electronic media, if needed;
Assisting in drafting and reviewing outgoing correspondence with requestors;
Reorganizing, re-boxing, or otherwise managing physical documents, folders, and boxes;

Transporting documents, folders, and boxes within or between designated locations.

Identifying, photographing, and cataloging physical assets;
Storing digital files;
Maintaining a FOIA work log and an overall records management task log.

The individual in this role is expected to provide:
Efficient and professional assistance in fulfilling FOIA requests that comply with applicable specifications and timelines;
Effective and professional management of Federal records;
Proficient use of scanning and imaging software for ad hoc digitization tasks;
Records management practices in alignment with this PWS and relevant Federal laws and regulations;
Clear communication with team members regarding concerns, effective solutions, resulting in high confidence in the products delivered;
High quality of individual deliverables, products, and services that adhere to this PWS and applicable Federal laws and regulations;
Objectivity and confidentiality in handling records;
Minimized project risks;
Cost-effective solutions.

The individual will be required to participate in general training on ethics, Federal information security, and other training modules for new employees in the Federal workplace.

Training will typically be provided either online or in-person.
The individual shall prepare and submit draft and final Monthly Status and Progress Summary Reports.

Draft reports shall be submitted to the designated authority by the 10th calendar day of the month following the reporting period.

Additionally, this report shall be presented to project managers for discussion, if requested by the designated authority.

A final report shall be submitted five days after receiving government feedback.

This report shall compile monthly management issues during the reported month and provide sufficient detail to ensure understanding of performance progress and issues.

The format and content of the report shall include the following:
Activities planned for the reporting period.
Work and deliverables completed during the reporting period.
Status of ongoing activities including percentage of completion.
Activities planned for the upcoming reporting period.
Planned travel during the upcoming reporting period.
Problems or issues projected or identified.
Alternatives and/or recommended solutions for identified or projected problems or issues.
Known or projected resources (staff and funding) and schedule impacts;
Summary of tasks performed.

Qualifications include, but are not limited to:
FOIA and Records Management Coordinators must possess demonstrated corporate or government experience and meet the following criteria:

A candidate must have a minimum of three years of general work experience and at least two years of specialized or field-related experience in processing FOIA requests or managing substantial volumes of records from corporations or Federal or State governments.

A candidate must be adept at administering effective controls over records (preferably Federal records), including but not limited to: decision-related documents, administrative correspondence, attorney-client documents, documents containing personally identifiable information (PII), and other sensitive documents.

A candidate should have knowledge and experience in applying record retention schedules and developing file plans for extensive document collections.

A candidate must possess the ability and knowledge to provide technical support in assembling administrative records for discovery and litigation, or demonstrate the capacity to quickly learn the required skills.

A candidate must have experience in processing records management tasks, digitization tasks, or FOIA requests in a timely, efficient, and accurate manner.

A candidate must have experience in managing records management tasks, digitization tasks, or evaluating FOIA requests and accurately identifying documents responsive to specific FOIA requests.

A candidate must have experience in standardizing documents for scanning, which includes copying, photographing, adjusting brightness and contrast, reducing, enlarging, or otherwise enhancing images for optimal scanning. This also includes de-stapling, unclipping, unfolding, or other media manipulation as required for easy scanning.

A candidate must have experience with digital document management, including, but not limited to, scanning documents, performing optical character recognition (OCR), removing sensitive metadata, applying digital redactions, and creating organized multi-level subdirectories for efficient file storage.

A minimum of three years' experience with the Microsoft Windows operating system is required, and at least one year's experience with Adobe Acrobat Professional is necessary.

A candidate must be able to consistently and reliably travel to the designated worksites.