Document Management Specialist 2026P-0166
Ascension LLC is seeking a Records Management Specialist to support the Defense Health Agency (DHA), Armed Services Blood Program Division (ASBPD). This role is critical to ensuring accurate, compliant, and secure management of program records, including documentation related to business operations, data reporting, and regulatory compliance.
The ideal candidate will bring experience in federal records management, documentation control, and compliance frameworks, with the ability to support mission-critical operations involving sensitive data (including PII/PHI). This role directly contributes to ensuring that DHA maintains audit readiness, regulatory compliance, and operational transparency across its blood program operations.
Position Summary
The Records Management Specialist supports ASBPD by managing the lifecycle of records and documentation in accordance with federal regulations, DoD policies, and DHA-specific requirements. This includes organizing, maintaining, safeguarding, and retrieving records to support program management, reporting, and decision-making.
The ideal candidate is:
- Detail-oriented and highly organized
- Skilled in federal records compliance and documentation practices
- Able to manage sensitive information in secure environments
- Comfortable working in structured yet evolving operational environments
This role requires familiarity with records retention policies, FOIA processes, and Privacy Act/HIPAA compliance, as contractors must adhere to federal records management laws and DHA-specific guidance .
Key Responsibilities (Day-to-Day Activities)
- Manage the full lifecycle of program records, including creation, classification, storage, retrieval, and disposition
- Maintain electronic and physical filing systems in compliance with federal and DoD records management standards
- Ensure proper handling and safeguarding of PII/PHI and sensitive program data in accordance with HIPAA and Privacy Act requirements
- Support preparation and submission of contract deliverables, including reports, plans, and documentation artifacts
- Coordinate with program staff to ensure accurate documentation of business processes, communications, and decisions
- Track document versions, updates, and approvals to ensure audit readiness and traceability
- Assist with FOIA-related processes by properly routing and managing records requests in accordance with DHA procedures
- Implement records retention schedules and ensure timely archival or disposal of records
- Support knowledge management efforts, including organizing shared repositories (e.g., SharePoint, Teams)
- Monitor compliance with records management policies and recommend improvements to processes and tools
- Prepare documentation for audits, inspections, and quality assurance reviews
How to Apply
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| Job Category | Administrative Support |
| Minimum Requirements | Bachelor’s Degree in Information Management, Business Administration, Public Administration, or related field |
| Required Skills | 3–5 years of experience in records management, document control, or administrative support within a federal or regulated environment | Knowledge of federal records management regulations (44 U.S.C., 36 CFR, DoD guidance) |
| Technical Skills | Experience handling sensitive data (PII/PHI) in compliance with federal regulations | Proficiency in Microsoft Office Suite (Word, Excel, SharePoint, Teams) | Strong organizational, documentation, and attention-to-detail skills | Ability to manage multiple priorities and maintain data accuracy |
| Desired Skills | Experience supporting DoD or DHA programs Familiarity with FOIA processes and records retrieval procedures | Experience using knowledge management systems (e.g., SharePoint, ServiceNow) | Certification in Records Management (e.g., CRM, IGP certification) | Experience supporting program management offices (PMOs) or contract operations | Knowledge of data governance and compliance frameworks |
| Sustainability Requirements | Ability to obtain and maintain a Public | Trust (or equivalent DoD suitability)| Completion of SF-85 Questionnaire for Non-Sensitive Positions required for background investigation | Must comply with DHA training requirements (HIPAA, Privacy Act, Cybersecurity, Records Management, etc.) |