Sr. Records Specialist/Records Administrator

Job Title:

Sr. Records Specialist/Records Administrator Req. #: 1474-

E Posting Date:

6/24/2026-

Until Filled Compensation:

Grade 31: $92,703 - $113,269 Grade 33: $109,447 - $133,757 West Valley Cleanup Alliance is the prime contractor selected by the U.S. Department of Energy to manage the Phase 1B Deactivation & Demolition Contract at the West Valley Demonstration Project site. The site is a scenic 30-minute drive south of Buffalo, New York. In cooperation with the New York State Energy Research and Development Authority, West Valley Demonstration Project continues to decontaminate and decommission facilities at this site. West Valley Cleanup Alliance is a premier employer in the Western New York and southern-tier areas. Our benefit and compensation package includes: Competitive pay and opportunity for variable pay incentives Extensive benefit offerings focused on your physical, financial, and emotional wellness 401(k) employer match and enhanced employer contributions - up to 9% total company contribution! 4-day workweek (10 hours per day) for most positions Tuition reimbursement & professional development Atmosphere fostering work life balance Lifelong careers are common at West Valley Demonstration Project. If you are interested in joining the West Valley Cleanup Alliance family, apply for one of our current job openings on the WVCA Career Page.

JOB SUMMARY/PURPOSE OF POSITION

The Sr Records Specialist/ Records Administrator is responsible for maintaining, organizing, and managing organizational records and data while ensuring compliance with legal and regulatory requirements, implementing record-keeping policies, and supporting efficient information retrieval.

MINIMUM QUALIFICATIONS

Grade 31:

Education/Experience:

BA/BS in Business Administration, Records Management, Information Management or an equivalent combination of education and experience directly related to occupation Minimum of six (6) years related experience

Other Requirements:

Strong organizational, analytical, and communication skills Proficient with Microsoft 365 and records management software and tools Strong knowledge of applicable legal and regulatory requirements for records retention Grade 33:

Education/Experience:

BA/BS in Business Administration, Records Management, Information Management or an equivalent combination of education and experience directly related to occupation Minimum of eight (8) years related experience

Other Requirements:

Excellent organizational, analytical, and communication skills Strong computer skills and proficiency with Microsoft 365 and records management software and tools Knowledge of DOE directives, Code of Federal Regulations, NARA Federal Records requirements, NQA-1 requirements, records methods, and standards

Licenses/Certifications:

Certificate in Records and Information Management preferred All qualified candidates are encouraged to apply. The salary and grade level offered to the selected candidate will be based on the candidate's education, training, and/or relevant experience

MAJOR RESPONSIBILITIES/SCOPE OF WORK

Maintain a safe and healthful work environment by following established safe work practices and procedures; including following all safety rules, using proper personal protective equipment (PPE), investigating and reporting identified safety concerns or situations. Adhere to standards contained in the Company "Code of Conduct," Company EEO practices, and DOE directives. Develop and revise, as necessary, the company Records File Plan and Records Disposition Plan to ensure records are assigned approved retention schedules, transferred to storage, destroyed when eligible in accordance with CFR and Prime Contract requirements. Lead and coordinate projects relating to records management and document control processes to effectively meet organizational needs and/or streamline work activities. Write, produce, and coordinate the production of reports and documents for the department, site, and external customers. Interface with external and internal customers is related to implementation of department-related functions and programs as applicable to Prime Contract requirements and/or as needed during audits and assessments of such functions. Develop and produce material for presentations to internal and external audiences and assist with preparing scheduled reports for management and the customer. Support records related activities for the Energy Employees Occupational Injury Compensation Program Act (EEOICPA), Freedom of Information Act/Privacy Act (FOIA/PA), and other related programs for records request and adhere to and maintain strict confidentiality of records. Preserve and maintain existing high-level waste production and storage records in accordance with applicable requirements. Coordinate department and site training programs, including developing training materials and conducting training classes pertinent to the site File Plan and related documents, electronic document management systems, and electronic document control programs and processes. Lead or act as a single point of reference for coworkers, employees, and customers in areas of responsibility (document control, records management, etc.) to accomplish work objectives, including skills required to plan, execute, control, and close activities using sound management principles. Develop and coordinate self-assessment and cognizant program assessment schedules and facilitate and/or perform assessments in functional areas, document results, and track identified corrective actions. Interpret and apply code of federal regulations, DOE directives, regulatory requirements, National Archives and Records Administration (NARA) requirements, industry standards, Nuclear Information and Records Management (NIRMA) guidelines, various Acts, etc. Prepare, issue, and track required paperwork (purchase requisitions, supplements, cost estimates, etc.) for department related contractual matters (equipment and services). Provide technical support and communication of related information to Procurement. Comprehend and implement Conduct of Operations and Integrated Safety Management System (ISMS) for administrative department related functional activities. Administer computer applications for electronic document and records management systems and provide technical guidance to information technology and site personnel. Work closely with other records professionals, sharing responsibilities, and coordinate the allocation of tasks within functional groups to effectively handle multiple assignments and meet tight deadlines. Oversee open items commitments tracking and closeout and support budget process and associated tracking related to department functions. Prepare, achieve, submit, and revise department related contract milestones, deliverables, and objectives. Conduct and participate in external surveillances of vendor facilities to ensure compliance with records management requirements. Regular in person attendance is required.

ESSENTIAL FUNCTIONS

Interpret and follow a wide variety of guidelines, policies, laws, and established practices to accomplish complex tasks. Manage multiple high-priority tasks simultaneously. Evaluate and interpret new or changes to various levels of records management and document control requirements to determine impacts and solutions for implementation such requirements including those with limited scope and complexity. Use judgement to perform, identify, and analyze diverse work control responsibilities involving different and unrelated work control processes and methods. Establish criteria for a variety of unusual conditions, problems, or questions affecting a wide range of work control planning activities. Interpret policies and procedures to effectively communicate and train employees in understanding and/or implementing records management processes. Recognize and initiate programmatic changes for new or updated processes relating to department function. Recommend and promote effective proposals for re-engineering processes. Develop and write effective policies, procedures, manuals, and training documentation relating to functional activities for department and site personnel. Forecast changes are likely to occur due to changing industry trends relating to records management and document control programs. Analyze and prioritize the work of junior records analysts to ensure work is completed effectively and efficiently to meet individual and project commitments. Provide directions to the functional team, coordinate work, troubleshoot problems, make recommendations, and implement corrective actions. Direct the issue/release of documents, review, and retrieval of records under strict deadlines and support as needed. Interface with individuals or groups from inside and outside of the organization. Influence, motivate, investigate or direct individuals in accordance with records management principles, theories, and laws. An Equal Opportunity Employer, including disability/vets. U.S. Citizenship is required for employment. This Organization Participates in E-Verify WVCA is a drug free workplace. Candidates accepting a job offer will be required to pass pre-placement physical, drug screen, and background investigation. All employees are subject to being randomly selected for drug testing without advance notification.