Job Title: Records Manager
Job Type: Full-Time
Location: Bothell, WA
Compensation/Salary: $88,000-$98,000
Authorization Status: Must be Authorized to Work in the U.S.
Clearance Requirements: Must be eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12)
What we are looking for Aleto, Inc. is seeking a Records Management Specialist to support our client. This position is responsible for supporting the complete records lifecycle, including records inventories, file plan development, records processing, retrieval, digitization, retention management, and disposition activities. The successful candidate will work closely with client personnel to ensure compliance with National Archives and Records Administration (NARA) requirements, agency records schedules, and federal records management policies while supporting mission-critical public health operations.
This position is onsite at the client office in selected locations. The selected individual will provide records management support during normal business hours, Monday through Friday, and will work directly with client personnel and records management stakeholders to ensure records are properly maintained, accessible, and retained in accordance with federal requirements.
Interview Process If you are selected for an interview, Aleto will contact you by email to arrange an interview via an online platform, such as Microsoft Teams, or by telephone. The entire interview process can average around 3 weeks from the time you are initially contacted for an interview. After all candidates are interviewed, Aleto will notify you of your application status.
If an offer is extended, the start date is determined based on factors such as availability and the amount of time it takes for the government's background clearance process (depending on the client).
Records Management - Essential Job Duties Duties include the following. Other duties may be assigned.
- Analyze records management processes, compliance trends, and operational risks; exercise independent judgment to identify improvement opportunities and provide recommendations to client leadership regarding records governance, retention practices, workflow efficiencies, and regulatory compliance.
- File Plan Development and Process Improvement
- Develop a file plan procedure tailored to the client's specific program operations, client requirements, and office location.
- Create and maintain an overview dashboard for managing and maintaining records.
- Identify and resolve inconsistencies in records classification or retention.
- Ensure all Program records are covered by the file plan and aligned with NARA and client schedules.
- Maintenance of Records Inventory
- Perform annual inventories of hardcopy and digital records across file rooms, share drives, and storage systems.
- Ensure compliance with NARA standards and client retention schedules.
- Coordinate reviews with on-site POCs, Quality Managers, and ARLOs.
- Receiving, Processing, and Storage of Records
- Coordinate intake and processing of digital and analog records.
- Apply accurate indexing, scanning, digitization, and filing practices.
- Use client systems (e.g., ECMS, Documentum, SharePoint) to manage and validate record data.
- Process records retrieval requests from client staff within required timelines.
- Maintain check-out logs and ensure timely return or follow-up of borrowed files.
- Digitize and deliver requested records securely and in accordance with policy.
- Record Disposition (Destruction or Transfer)
- Organize and execute file room cleanups and record disposition activities.
- Prepare records for destruction or transfer per retention schedules.
- Complete SF-135 forms and manifests for FRC submissions and provide them to ARLOs and POCs.
- Maintain a centralized dashboard summarizing records management activities.
- Report issues, volumes, and compliance progress monthly.
- Respond to feedback and ensure dashboard accuracy and timeliness.
Qualifications/Capabilities/Software Knowledge To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Qualifications/Education/Experience:
- Bachelor's degree in Business Administration, Information Management, Records Management, Library Science, Public Administration, or a related field; equivalent relevant experience may be substituted in lieu of a degree.
- Minimum 5 years of professional experience supporting federal records management programs, including records inventories, file plan development, records retention and disposition, records digitization, and records retrieval activities. Experience supporting HHS or other federal agencies is highly desirable.
Technological Skills: - Proficiency in Microsoft Office Suite, SharePoint, Excel, and government database systems.
- Strong understanding of NARA guidelines and federal records lifecycle management.
- Familiarity with record management tools (e.g., Alfresco, FileNet, Documentum, ECMS).
Required Knowledge and Skills: - Excellent organizational, written, and verbal communication skills.
- Ability to lead efforts independently, prioritize work effectively, and meet strict deadlines.
- Strong interpersonal skills with the ability to coordinate with multiple stakeholders (Client Staff, ARLOs, POCs, COR, contractors).
Other: - Background check and Public Trust Clearance are required. Current or previous HHS Public Trust is a plus.
- Performance Standards Include:
- Accurate and timely database entries, reporting, and mail processing.
- Full compliance with safety protocols and document retention requirements.
- Internal/external requests are completed and addressed in accordance with stated deadlines.
- Highest level of integrity managing confidential information
- Provide additional facilities support as needed to include maintaining government vehicles (logging mileage and tracking usage), mail processing, document scanning, filing, and database entry.
Aleto's Employee Expectations/Responsibilities - Compliance with all Aleto processes, standards, and guidelines including the utilization of the employee and intranet platforms to stay up to date on company news and events, submitting expense reports, providing monthly progress reports, etc.
- Participate in recurring 1:1 and performance development meetings with your Aleto team lead to discuss current job tasks, promote open dialog/feedback, recognize and celebrate wins, and review positive and purposeful approaches for meeting work-related and professional development goals.
- Attend team meetings, tri-annual company All-Hands Meetings, and other company-sponsored team-building events to foster and support Aleto's core values, vision, and culture.
What We Offer: Benefits and Perks At Aleto, we recognize that our employees are our most valuable assets. We are proud to offer the following employee programs and benefits to enhance employees' well-being and total rewards package while practicing our core value of Stewardship.
Pay Cycle Paydays are on the 10th and 24th of the month. - Payment is on a two-week arrears basis. For example, time worked from the 1st through the 15th is paid on the last day of that month, and time worked from the 16th through the last day of the month is paid on the 10th of the following month.
Below is a list of comprehensive benefits offered to employees who work 30 hours or more each week:
- Medical, Vision and Dental Insurance:
Aleto employees are offered single, single-plus-one-dependent, or family medical, vision, and dental insurance plans.
Aleto offers two medical plan options to California employees. Aleto contributes $400 to the monthly employee premium.
Aleto contributes 75% of the employee premium for the vision and dental plans.
The option to enroll in an HSA or FSA depending on elected medical insurance coverage.
Company-paid short-term and long-term disability insurance.
Company-paid life insurance coverage.
Paid time off includes eleven federal holidays. Full-time employees accrue PTO at the rate of 5 hours per pay period for a total of three weeks per year. In addition, employees are provided with a separate bank of 40 hours of paid sick leave per year.
Aleto offers full-time employees a 401(k) qualified retirement plan.
Environment and Physical Conditions While performing the duties of this job, the employee is required to have ambulatory skills sufficient to visit other locations; and the ability to remain in a stationary position at least 50% of the time, move inside and around an office, position themself to access items located in high or low areas, and transport items weighing up to 20 pounds across the office. Requires the constant operation of a computer and other office productivity machinery and the ability to observe details at a close range typically within a few feet of the observer. The employee interacts frequently with other workers, vendors, and clients and will communicate information and ideas so others will understand and must be able to exchange accurate information in these situations. The position consistently requires work to be completed in an office environment with artificial light and air.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
