Record Support Associate II

Job Title

Record Support Associate II

Location

Washington, DC 20037 US (Primary)

Category

Information Management

Job Type

Full-Time

Career Level

Staff

Education

High School / GED

Travel

Security Clearance Required

Secret

Job Description

QualX LLC is seeking an experienced, motivated, career and customer-oriented Records Support Associate II.  The Records Support Associate Level II provides support to the Government staff by performing various clerical and repetitive manual functions with high attention to detail and accuracy. 

 

Essential Functions, Responsibilities & Duties may include, but are not limited to:

• Digitally scan and perform image quality control functions for: Passport Applications, Lookout Records and other Consular Vital records as identified by Records Services.
• Work with the Department’s Resource Management Office on the repatriation loan debt program and enter various passport holds into the Department’s lookout system. 
• Communicate with the Department of Health and Human Services (DHHS) regarding passport holds for child support owed.
• Identify the proper type of record filing system to file or process incoming records.   These files include issued and non-issued passport applications, Consular Reports of Birth, Consular Reports of Death, the various types of Lookout files, correspondence files, and a wide variety of miscellaneous documents that are turned into the Division annually.  This determination has a significant impact on the Divisions’ ability to locate and retrieve passport records.
•  Performs quality control functions, facilitates the integration of data into PPT databases, and ensures record integrity. 
• Review and correct discrepancies in multiple document PRISM records, review and correct errors in database processing systems records. 
• Monitor the production and transfer of data files and records pertaining to passport and consular activity submitted by domestic passport Agencies and Centers, as well as and consular facilities abroad to HQ to ensure proper adherence to established procedures and protocols.
•  Reconcile any processing errors or deficiencies identified in the data submissions or in upload to the databases.
• Assist in the issuance of certified copies of Consular Reports of Death (OF-180), Certificates of Witness to Marriage, and Panama Canal Zone Birth and Death Certificates. 
• Prepare files for retention, disposition, and retrieval purposes. 
• Operate Passport Services electronic database systems to process, search, track, retrieve, reconcile, update and modify Passport Directorate records.
• Receive and respond to a wide variety of requests for information or assistance from Passport Agencies, Washington Headquarters offices, other offices in the Bureau of Consular Affairs, overseas posts, other Department of State offices, and outside agencies such as the Office of Personnel Management, Department of Homeland Security, Department of Defense, etc., regarding passport records, and related matters as directed by Management. 
• Perform routine and complex searches using Passport Information Electronic Records System (PIERS), Passport Records Imaging Systems Management (PRISM), Passport Lookout Tracking System (PLOTS), Master Index and other manual filing systems. For records not available within Passport Services data systems, coordinates the daily requests and responses to/from the WNRC.
• Assist with various special projects as requested by the Government.

 

Job Requirements

Requirements:

• Must meet all qualifications requirements of the Records Support Associate Level I.
• Excellent data entry skills.
• Excellent filing and file retrieval skills.
• (Preferred) A basic knowledge of the current passport data systems, ability to determine quality and correctness of data and images.
• Possess good organizational skills.
• Ability to learn and recall information about Passport application procedures and the laws and regulations pertaining to Passport requirements.
• Ability to demonstrate excellent customer service skills, effectively communicate orally and through written correspondence to a wide audience.
• Ability to effectively and politely comprehend and communicate the requirements of a vital record in a professional and courteous manner. 
• Ability to communicate with the public both over the telephone and via written means.
• Ability to maintain composure and objectivity in stressful situations and in dealing with multiple inquiries.
• Ability to understand the operation, practices, and procedures of general automation software.
• Secret clearance required.

Education:

• HS diploma or GED

Work Experience, Knowledge, Skills & Abilities:

• Three (3) years of office experience in a high-volume production environment, including;
• Two (2) years of experience utilizing a variety of office software, specifically:  MS Word, MS Power Point, MS Excel, and MS Outlook.

We are equal opportunity/affirmative action employers, committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status, or any other protected characteristic under state or local law.