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Records Management and Personal Property Custodian

QinetiQ U.S.

United States, D.C., Washington

Jan 17, 2025

Records Management and Personal Property Custodian

Job Locations

20 hours ago(1/16/2025 10:49 AM)

Job ID

2024-11163

Posted Date

Accounting/Budget/Finance

Job Location

US-DC-District of Columbia

Company Overview

We are a world-class team of professionals who deliver next generation technology and products in robotic and autonomous platforms, ground, soldier, and maritime systems in 50+ locations world-wide. Much of our work contributes to innovative research in the fields of sensor science, signal processing, data fusion, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).

QinetiQ US's dedicated experts in defense, aerospace, security, and related fields all work together to explore new ways of protecting the American Warfighter, Security Forces, and Allies. Being a part of QinetiQ US means being central to the safety and security of the world around us. Partnering with our customers, we help save lives; reduce risks to society; and maintain the global infrastructure on which we all depend.

Why Join QinetiQ US?

If you have the courage to take on a wide variety of complex challenges, then you will experience a unique working environment where innovative teams blend different perspectives, disciplines, and technologies to discover new ways of solving complex problems. In our diverse and inclusive environment, you can be authentic, feel valued, be respected, and realize your full potential. QinetiQ US will support you with workplace flexibility, a commitment to the health and well-being of you and your family and provide opportunities to work with a purpose. We are committed to supporting your success in both your professional and personal lives.

Position Overview

QinetiQ is seeking a Records Management Specialist to support a DHS client.

Responsibilities

Maintain an active records inventory list for the six branches of the Finance and Budget division.

Provide yearly records management training to the division.

Document and update file plans and dispositions on the inventory list based on GSA/DHS records schedules.

Submit monthly records requests and correspondence to branch chiefs and records liaisons.

Maintain a Monthly Records Report Accountability Workbook, a master records workbook, and monitor the RM records folders on the CFO share drive to account for newly created and received records on a monthly basis.

Update and save all records to an external hard drive, IronKey and p-drive on a weekly basis to reduce risk of loss of data.

Ensure record-keeping processes comply with NARA, GSA, and DHS standards and procedures.

Alert all contracting staff of annual online records management training course requirements.

Maintain an RM certificate workbook and share drive folder to track the 50+ FBD contractor's yearly online RM course certifications to ensure completion and RM compliance.

Organize and provide annual Records Management presentations and trainings to all FBD staff to ensure and increase staff knowledge of Records Management laws, policies, directives, and best practices.

Provide one-on-one records management training and information sessions with staff on an as needed basis.

Share RM knowledge on best record-keeping practices and approaches with other divisions of the Science and Technology Directorate.

Maintain communication with the S&T Records Officer and the DHS Records Officer to ensure the Finance and Budget Division is aware of any changes in RM policy or requirements.

Attend all monthly S&T RM meetings and information sessions.

Work as personal property liaison between FBD and the OCIO Personal Property team to account for SciTech personal property disseminated to all FBD staff.

Ensure the accountability of newly disseminated and actively maintained personal property to FBD end users to help mitigate loss and destruction of S&T assets.

Communicate with the S&T Personal Property Officer to ensure all FBD personal property is properly accounted for.

Request, receive, rename, and upload images of personal property to SAMS (Sunflower Asset Management System) to provide visuals of distributed personal property.

Utilize SAMS, a Personal Property workbook, and a digital filing system to aid in documenting the transferal cycle of personal property from OCIO to FBD to End User and the reverse.

Submit and reclaim signed SF560-3 Property Receipts to document authority and accountability during the property transferal process.

Upload SF560-3's and images of personal property to SAMS to account for property transferals in the system.

Inventory and reconcile personal property within FBD offices via scanner and SAMS, when necessary.

Remain aware of changes in staff to ensure all personal property is accounted for.

Attend all S&T Personal Property meetings and information sessions.

Company EEO Statement

Accessibility/Accommodation:

If because of a medical condition or disability you need a reasonable accommodation for any part of the employment process, please send an e-mail to staffing@us.QinetiQ.com or call (540) 658-2720 Opt. 4 and let us know the nature of your request and contact information.

QinetiQ US is an Equal Opportunity/Affirmative Action employer. All Qualified Applicants will receive equal consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.