Records Management Associate Jobs in Portland, OR

Location: Various CONUS Military Entrance Processing Station (MEPS) sites

Position Type: Full-Time

Work Schedule: Generally Monday-Friday, 0800-1700 local time; schedule may vary based on MEPS requirements

The General Clerk III provides administrative and applicant-processing support to Army Guidance Counselors and Senior Guidance Counselors. The position prepares and tracks enlistment and medical-processing records, performs document quality control, maintains applicant files and suspense actions, and coordinates with military, civilian, recruiting, and medical personnel.

• Receive, review, organize, and process applicant records, enlistment packets, medical documentation, waivers, source documents, and other supporting materials.
• Report incoming applicant correspondence and scan or upload required documents, including DD Form 2807-2 information, into MIRS and other authorized Government systems.
• Review applicant records for accuracy, completeness, consistency, and legibility, and perform quality-control checks on Army personnel packets.
• Maintain MEPS medical and action logs, suspense files, tracking reports, and paper and electronic applicant records.
• Track medical waivers, consultations, appointments, administrative holds, and processing deadlines; process new record requests within required timelines and conduct follow-ups every 72 business hours until issues are resolved.
• Monitor applicant status in MIRS, MHS Genesis, Recruiter Zone, and related systems; verify source-document information, Live Scan results, shipper status, and other required applicant data.
• Support service-processing actions, high-school record requests, MEPS-to-MEPS transfers, medical-document processing, and administrative-hold resolution.
• Communicate daily with Guidance Counselors, recruiters, medical personnel, Government staff, schools, courts, record repositories, and other organizations, and keep the Senior Guidance Counselor informed of applicant status.
• Prepare correspondence, reports, and administrative documents using established Army formats and procedures.
• Operate computers, scanners, printers, copiers, telephones, email, fax equipment, and other standard office equipment.
• Safeguard personally identifiable information, protected health information, Government records, and Controlled Unclassified Information.
• Maintain a professional and orderly workplace and complete all required Government and Army training.

• High school diploma or GED.
• Minimum of one year of administrative, clerical, records-management, customer-service, data-entry, medical-records, or office-support experience.
• Experience reviewing documents, maintaining electronic files, and managing spreadsheets, tracking logs, suspense actions, or similar records.
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and standard office equipment.
• Strong organizational, data-entry, written communication, grammar, spelling, punctuation, and customer-service skills.
• Ability to manage multiple records and deadlines and communicate professionally with military, civilian, medical, recruiting, and contractor personnel.
• Ability to learn Government information systems and Army applicant-processing procedures.
• Ability to read, write, speak, and understand English.
• Must be a United States citizen.

• Two or more years of related administrative, personnel-processing, records-management, or medical-records experience.
• Prior experience supporting MEPS, Army recruiting, military personnel processing, medical records, human resources, or another Government program.
• Experience with MIRS, MHS Genesis, Recruiter Zone, ARISS, Guidance Counselor Redesign, SharePoint, or electronic records-management systems.
• Associate degree in business administration, office administration, health information management, human resources, or a related field.

• Must obtain and maintain required federal suitability, background, installation-access, Common Access Card, and Government system-access eligibility.
• Must complete required cybersecurity, HIPAA, Privacy Act, OPSEC, antiterrorism, iWatch, and local installation training.
• Must comply with all requirements for handling applicant records, medical information, PII, PHI, and CUI.
• Must be able to work on-site in an administrative office environment, sit or stand for extended periods, operate office equipment, and lift or move routine files, supplies, and equipment.
• Must be available during normal MEPS operating hours and support reasonable schedule adjustments based on workload or Government requirements.

*Position contingent on contract award. 

Summit is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. VEVRAA Federal Contractor. Summit gives preference to protected veterans. 
Position descriptions serve as a guideline and may not be construed as a guarantee of employment.  Summit is an at-will organization.