Records/FOIA Support Specialist

The EUR-IO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative, analytical, and programmatic support that enables both bureaus to carry out their diplomatic, foreign policy, and international development objectives efficiently and effectively. By supporting day-to-day operations, facilitating interagency coordination, and ensuring compliance with Department of State policies and procedures, these professional services help maintain the continuity and integrity of overseas posts and Washington-based offices.

The Records Support Specialist/FOIA provides essential administrative and programmatic support with a focus on records and information management, operational coordination, and compliance-related activities. This role is responsible for facilitating the full lifecycle of records, promoting proper documentation practices, supporting the implementation of electronic records systems, and ensuring adherence to federal requirements, including the Freedom of Information Act (FOIA). Under the direction of EUR/EX, the specialist also coordinates the Bureau's FOIA task management for requests initiated by or on behalf of A/IPS/GIS and S/ES, ensuring timely and accurate processing of document searches, clearances, and reporting.

Monitor program activities to ensure efficient management and distribution of resources.
• Responsible for carrying out record-related tasks under the direction and supervision of the Bureau Records Coordinator.
• Demonstrate increasingly responsible and successful capabilities to analyze, understand, and accurately apply federal records management principles.
• Coordinate the proper disposition of records in a manner consistent with agency practices.
• Assist with orienting and training bureau staff on appropriate life-cycle records management processes.
• Serve as the first line of communication to bureau staff for responding to inquiries about records, including how to obtain retired files and assistance with identifying appropriate record dispositions.
• Coordinate the retrieval of retirement submissions to and from the Washington Records Service Center.
• Provide management support services including data entry, coordination, and control tasks within a variety of document management and information management systems.
• Develop and update records schedules in collaboration with bureau offices, including maintenance of associated file plans.
• Review General Retention Schedules (GRS) against the current records inventory and conduct analyses to provide recommendations.
• Support requirements related to the implementation of an electronic records management system.
• Collect utilization data and prepare clear and concise reports as required.
• Maintain liaison with operations experts in the functional area; plan studies of work problems and procedures such as organizational change, communications, information flow, integrated production methods, inventory control, or cost analysis.
• Perform administrative support services, including facilitating management functions; assisting the space management team with document preparation for meetings and records maintenance; and supporting safety, travel and transportation, emergency management, and the resolution of work order requests received through myServices.
• Receive requests for document searches and clearances.
• Assign action for searches and clearances to the appropriate offices within the Bureau.
• Monitor responses from the assigned offices and follow up on delayed responses.
• Verify and assist, as needed, with the submission of search results into e-records and FOIAXpress.
• Consult FOIAXpress e-records "admin" to check the status of search submissions.
• Enter the search status information into individual FX case files.
• Clear EUR as a "secondary user" by removing EUR from the "assign" status once search results have been completed and recorded.
• Coordinate with IPS analysts and managers to resolve inaccurate case assignments to EUR and address instances of delayed searches.

Skills/Qualifications: The ideal candidate will possess a strong working knowledge of Microsoft Office applications, as well as expertise in federal records management standards, including National Archives and Records Administration (NARA) regulations, Office of Management and Budget (OMB) guidance, and related laws, policies, and best practices. The candidate should demonstrate the ability to accurately interpret and apply procedural guidelines, with proven experience in managing and maintaining electronic records systems. Prior experience with Freedom of Information Act (FOIA) processes and coordinating records requests is essential. The role requires excellent written and oral communication skills, strong attention to detail, and the ability to manage multiple priorities while maintaining high performance standards under pressure.

Education and Experience:

• High school diploma and between three and five (3-5) years of equivalent office management Experience.
• Must have at least 2 years of experience working in the federal records management environment and at least 2 years of experience working with FOIA and basic understanding of the regulations.

Clearance: Secret security clearance is required. Must be a U.S. Citizen.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $85,000.00 to $100,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.