Audit & Records Management Specialist

Responsibilities

• Coordinate with the Audit POC and relevant Records Custodians to ensure appropriate identification, maintenance, storage, retrieval, and disposition of audit records in accordance with TSA records management policy and the TSA Records Disposition Schedule.
• Act as point of contact for Records Custodians in Division
• Ensure identification and organization of Vital Records in accordance with TSA MD 200.9, Vital Records Program
• Maintain awareness of all related audit activities, recommendations, and status, to support the Audit POC in making recommendations to program officials and SMEs for improvements and corrections of audit communications and evidence documentation.
• Ensure records are managed in accordance with TSA’s disposition schedule
• Provide basic technical assistance and guidance within their respective HQ offices and/or field locations to ensure that records management activities throughout the offices are consistent with this Directive and corresponding guidance
• Ensure the agency audit-related files are tracked in accordance with TSA policies, management directives, and records management policies.
• Ensure records containing SSI information, in preparation for transfer to offsite storage, are separated from non-SSI records and packed into independent boxes, in coordination with SSI Coordinators and the SSI Program
• Promote established TSA standards and guidelines to carry out the scope, mission, and objectives of the records management program.
• Facilitate the movement and tracking of documents to reviewing and approving officials, when necessary.
• Support the Audit POC in identifying after-action/after-meeting documents, requests and actions that need to be addressed by program officials and subject matter experts (SME).
• Ensure electronic communications for OIG and GAO audit activities are marked appropriately with the GAO and OIG project identifying codes throughout the audit lifecycle.
• Ensure that all personnel in their area of responsibility are aware of the definition of a Federal Record and their responsibility to ensure that any records created or received by any individual in their office is handled appropriately
• Review documents for spelling and grammar accuracy, page marking and distribution formatting matching the appropriate style guide and template as provided by the TSA Audit Liaison Division, and as appropriate within the organizational structure.
• Prepare a Routing Sheet (when required) including all the names and contact information of those who must review the materials and sign indicating their concurrence.
• Prepare lists of attendees and contact information from meetings.
• Create and maintain a file plan via TSA Form 233, File Plan, approved by the office’s manager and TSA’s Records Officer This file plan provides a corresponding records structure, physical and/or electronic
• In support of, and in coordination with the Audit POC, access, maintain and update the electronic Audit POC Notebook with summarized reference and audit process information, active GAO and OIG audit notifications and tracking information, TSA audit and recommendation responses, status update tracking.
• Oversee the process of transferring records to a Federal Records Center (FRC) or approved alternate storage, confirming SSI records are packed in independent boxes, separate from non-SSI records
• Participate in producing and posting weekly Audit POC reports, and monthly Audit Reviews as overseen by the Audit POC.
• For Records Management
• Provide administrative support to the appointed Audit POC(s) in their responsibilities to work with OIG, GAO, and program officials to obtain and provide audit-related information and responses to the TSA Audit Liaison Division.
• For Audit Management:
• Ensure the metadata associated with audit-related documents is acquired and maintained electronically.
• Comply with records management guidance and direction provided by the Agency Records Officer/Information Management Programs, including completion of agency records management training for all TSA employees

Requirements

• Experience with safeguarding information, equipment, and facilities.
• Collaborate with Project Manager in developing individual goals/objectives.
• Excellent organization skills
• Microsoft Office Experience (Specifically Excel)
• 5+ years of experience as an administrator specialist responsible for operations and data management support
• Ability to obtain and hold a Public Trust Security Clearance
• Provide on-site coverage, on an as needed basis
• Able to work independently
• Bachelor's degree
• Excellent verbal and written communication skills
• Highly detail focused