Records & Systems Specialist

Target Hiring Range: $63,277-$70,000

All remote or hybrid work arrangements must be performed from within the continental United States, subject to Sergeant at Arms approval.

The Senate Sergeant at Arms does not pay for relocation expenses.

This vacancy announcement closes at 7pm EST. Late applications will not be accepted.

The Senate Sergeant at Arms (SAA) is currently seeking a Records and Systems Specialist within the Printing Graphics and Direct Mail’s (PGDM) department. The Records and Systems Specialist is responsible for coordinating, validating, and reporting statistical data generated by the printing and mailing departments within the SAA. Work requires extensive knowledge and understanding of the database systems used to track printing and mailing work and the ability to account for and analyze data contained in generated reports.

This position is within PGDM’s Records section but may also be assigned to other areas of PGDM to ensure quality and deadlines are met. In joining the PGDM team, you will become an integral part of PGDM's vital Support Operations team. We value creativity, attention to detail, and a commitment to delivering high-quality product.

• Organizes reviews, validates, and reports production volumes throughout PGDM for Senate office accounts; prepares data for monthly certification.
• Coordinates, organizes, validates, prepares, and reviews postage expenditures for Senate office accounts; prepares data for monthly certification.
• Resolves discrepancies in collected data, statistical information, work orders, and reports to ensure accurate production and reporting of SAA resources and services.
• Communicates effectively by phone and email to establish and maintain effective working relationships with Senate staff and resolve customer problems, as contacts are frequent with individuals representing Senate members, and/or individuals of significant importance within the government.
• Plans and prepares high-value communications, requiring skill, tact, persuasion, and/or negotiation to accomplish the objectives of the communication.
• Utilizes multiple times daily, numerous modules and functions within the work order Print Management Information System (MIS) to check, invoice, and closeout jobs, including understanding fully customer specifications and general and detailed aspects of the task line orders, schedules, costing, update and maintain data, checkpoints and records of jobs scheduled.
• Provides guidance to staff in the use of the printing tracking system.
• Reviews custom reports for accuracy and enhancements.
• Other duties as assigned.

Required Education

High School/GED.

Required Work Experience

• At least three years of experience in business administration, accounting, or a closely related field.

Required Special Skills / Knowledge

• As part of our hiring process, we may conduct a skills assessment to better understand an applicant’s proficiency in key areas relevant to the role.
• Knowledge of departmental rules, regulations, procedures and functions, including policies and regulations set by the Senate Rules Committee and the Senate Committee on Ethics.
• Knowledge of, or ability to learn services provided by SAA Printing, Graphics & Direct Mail (PGDM).
• Knowledge of office equipment, computers and relevant software/Web applications, spreadsheets, and databases.
• Ability to prepare and maintain records and reports.
• Ability to establish and maintain effective working relationships with Senate staff and resolve customer problems.
• Ability to communicate effectively.

Desired Qualifications

• The capacity to accurately process and articulate raw data, validate addresses to ensure they are deliverable to the recipient, and prepare USPS postage statements for USPS mail transportation.
• Possess strong organizational skills to efficiently manage and prioritize multiple mailing lists and cost analysis tasks ensuring their timely and accurate completion.
• The capability to identify and resolve issues that may arise while working on address validation and statistical data reporting.
• Familiarity with printing and mailing processes,…