The Alaka'ina Foundation Family of Companies (FOCs) has a need for a Digital Filing Clerk to provide services to the Navy Medical Leader and Professional Development Center (NML&PDC) lacated in Bethesda, MD.

Specific support will be in identifying, retrieving, analyzing and scanning supporting documentation for financial records by financial document number based on a list of financial document numbers stored in the Accounting Storage Room. Identifying proper supporting documentation for each financial document will be achieved by following Accounting instructions or SOPs. Maintaining/scanning supporting documentation includes creating, organizing, and retaining electronic and paper version files based on accounting instructions and/or SOPs.

DUTIES:

• Creating, analyzing, scanning, and filing financial packets: Departmental objective is to create financial packets in order to be prepared to quickly retrieve the status of financial documents within one (1) business day of audit requests or routine status requests.
  • If a packet already exists, follow the SOP to analyze the packet for status update and add any missing documentation.
  • To analyze an existing packet or a newly created original packet, follow the NML&PDC SOP.
  • Update a tracking sheet on NML&PDC network drive weekly that lists the document #s assigned and brief description of any packet created, analyzed, and/or scanned during that week.
  • In additional to updating the tracking sheet, the Accounting POCs should be notified within 24 hours if accounting assistance is needed to determine the status of a document or if transactions are not properly recorded.
• File maintenance:
  • Assembles and maintains all NML&PDC Financial Document Packet files for current and prior fiscal years as requested via electronic filing system or paper filing system.
  • Purges and relocates files to alternate locations as requested.

REQUIRED SKILLS AND EXPERIENCE:

• Must be able to follow and adhere to Standard Operating Procedures (SOP's) set forth by NML&PDC.
• Ability to exercise independent judgment.
• High degree of knowledge of modern office equipment and procedures, and various types of filing systems and methodologies. Advance skill in the use of word processing and file storage.
• Ability to gather information and organize it in an orderly fashion.
• Ability to carry out assignments requiring organization of materials.
• Ability to communicate effectively, orally and in writing.
• Ability to take a critical approach toward work methods. Considerable degree of accuracy.
• Ability to simultaneously manage multiple projects of varying degrees of complexity.
• Sound customer service skills and ability to interact with others via phone, in person, via email. Contacts will range from Accounting department and IT department personnel in the Command.
• Basic office skills to file, retrieve, evaluate and scan documents.
• Analytical skills to compare contracts against invoices to determine contract completion, required additional payments, other disposition or problem areas.

REQUIRED EDUCATION AND CERTIFICATIONS:

• Requires graduation from high school or GED and some coursework and/or training in document management or imaging program, with a minimum of two years of related office experience.

REQUIRED CITIZENSHIP AND CLEARANCE REQUIREMENTS:

• Must be a US Citizen.
• Must be able to obtain a T3 clearance.
• Must be able to pass a background check and drug screening.

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