Records Management Assistant

There is only one city in the country that can say it is the Nation’s Capital – Washington, D.C. Given that distinction, The Metropolitan Police Department is the premiere law enforcement organization in the city. We receive over 22 million visitors a year, have almost 700,000 residents, and 21,000 private business. The Department consists of more than 4,200 members: approximately 3,550 sworn members and over 650 civilian employees. We are one of the most diverse and highly trained departments in the country. We have the honor of safeguarding and protecting not only our nation’s residents, but also people from all over the world.

The Metropolitan Police Department (MPD) offers an attractive benefits package. The benefits package includes competitive compensation, health insurance, prescription drug coverage, dental, vision, short- and long-term disability and life insurance, as well a strong retirement benefit and savings options.

Employees are also eligible for our employer contributed 401a plan after one year of employment. Additional perks such as discounts on wireless carriers, gym memberships, amusement park tickets and much more! Additional information can be found at: DCHR Benefits

This position is located in the Metropolitan Police Department (MPD), Professional Development Bureau (PDB), Disciplinary Review Division (DRD). The primary purpose of this position is to serve in an independent capacity in accordance with the daily operational structure of the Disciplinary Review Division (DRD). The incumbent is responsible for providing the proper handling of MPD records. The handling of such records shall include, but not be limited to the following: filing and itemization, tracking, archiving and storage, and request processing.

This Records Management Assistant position is covered under the National Association of Government Employees (NAGE) bargaining unit and you may be required to pay an agency fee through direct payroll deductions.

The Incumbent Will Be Responsible For The Following

• Oversees and coordinates MPD records retention and management within the primary custody of the DRD.
• Responds to and monitors requests from MPD’s legal strategic partners, to include the U.S. Attorney’s Office and Office of the Attorney General. Responding requests may include a request for documentation, records, and logs associated with the MPD personnel.
• Assists with file management to include: records research and retrieval, archiving of records, and establishing filing and retention systems.
• Coordinates with MPD staff regarding records management, including off-site storage and database tracking of records.
• Monitors incoming and outgoing communications and requests from MPD’s legal strategic partners to include the U.S. Attorney’s Office and Office of the Attorney General.
• Reviews and assesses all incoming requests for information, to include physical or electronic records, audio/video, and log sheets/books associated with such request.
• Assists DRD staff with compiling information responsive to MPD requests for “Litigation Holds” associated with ongoing civil actions.
• Provides review and assessment support with respect to agency requests issued under the Freedom of Information Act (FOIA).
• Articulates legal concepts and drafts basic administrative documents and memoranda as needed on MPD related matters.
• Assists with basic administrative support requests, including those from the Office of the General Counsel and Human Resources Management Division, and production assignments as needs arise.
• Performs other related duties as assigned.
  
  

Qualifications

• General knowledge of the division’s mission and goals to assist in responding to inquiries regarding disciplinary review files and documentation.
• Knowledge of and experience in developing various types of filing systems (i.e., physical and electronic) to organize and maintain a voluminous number of records and documents, and the ability to follow records retention and disposition guidelines and procedures.
• Knowledge of general legal concepts and principles, along with the ability to effectively communicate and provide, obtain, and clarify information and draft written documents and memoranda.
• Knowledge of MS Windows, MS Office (MS Word, Excel, Access, PowerPoint, Outlook, Teams) and ability to learn and use the software and other electronic equipment adapted by the agency to efficiently perform the job.
• Knowledge of English, grammar, punctuation, spelling, styles and required formats.
• Knowledge and understanding of privacy, security and confidentiality requirements regarding disciplinary review records and documents.
  
  

Licensures, Certifications And Other Requirements

Not appliable.

Education

High School Diploma

Work Experience

Applicants must have at least one (1) year of specialized experience equivalent to the CS-07 grade level, or its non-District equivalent, gained from the public or private sector. Specialized experience includes but are not limited to: experience in developing various types of filing systems (i.e., physical and electronic) to organize and maintain voluminous number of records and documents, and follow records management procedures; responding to inquiries pertaining to records and files; experience in understanding legal concepts and principles and the ability to effectively communicate and provide, obtain, and clarify information and draft written documents and memoranda; utilizing office applications, virtual meeting software and other electronic equipment; using and applying English, grammar, punctuation, spelling, styles and required formats; and the ability to keep information private, secure, and confidential.

Work Environment

The work is performed in a typical office and file room setting with adequate heating, lighting, and ventilation.

Other Significant Factors

Promotion Potential: No Known Promotion Potential

This Position Is Deemed As “Security Sensitive” Pursuant To Chapter 4 Of The D.C. Personnel Regulations, In Addition To The General Suitability Screening And Criminal Background Check (pre-employment And Periodic), Individuals May Be Subject To The Following Checks And Tests

• Traffic record check (as applicable);
• Pre-employment drug and alcohol test (as applicable);
• Consumer credit check (as applicable);
• Reasonable suspicion drug and alcohol test;
• Random drug and alcohol test;
• Return to duty or follow-up drug and alcohol test; and
• Post-accident or incident drug and alcohol test.
  
  

The District of Columbia Government is an Equal Opportunity Employer: all qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, disability. Sexual harassment is a form of sex discrimination, which is also prohibited. In addition, harassment based on any of the above-protected categories is prohibited.

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