Records & Systems Specialist #408

Records & Systems Specialist #408

Department: Legislative Branch

Location(s): Washington, District of Columbia

Salary Range: $63277 - $110790 Per Year

Job Summary: The Senate Sergeant at Arms is seeking a Records & Systems Specialist. The complete vacancy announcement and application can be found on the United States Senate Career Page at https://sen.gov/1VNZQ. This vacancy announcement closes at 7pm EST on the closing date. Late applications will not be accepted.

Major Duties:

• 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, and requires 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 lines 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.

Qualifications: 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, including print production, mailing logistics, and industry best practices. Comprehension of the rules, regulations, and practices of the United States Postal Service (USPS) to ensure compliance and effectively manage mailing project. A meticulous focus on detail to execute quality inspections on mailings, guaranteeing precision and compliance with PGDM’s standards. Working Conditions Since this position requires onsite presence in support of the U.S. Senate when in session, this position requires the employee to be available and prepared to work during government shutdowns, in inclement weather, on holidays, and during late night, overnight, and weekend sessions. In the context of government furloughs, this position is considered excepted. This position directly supports essential services of the U.S. Senate. As such, this position requires the employee be available and prepared to work during government shutdowns, in inclement weather, on holidays, weekends, and during late nights to ensure essential services to the Senate continue without interruption. In the context of government furloughs, this position is considered excepted. Ability to sit or stand at a desk while operating a computer. Must be able to frequently walk throughout the department to confer with staff. Work requires lifting or safely carrying items 20-50 pounds for short durations. Work requires employees to wear uniforms.

How to Apply: All applicants must apply for jobs online using this link: https://sen.gov/YO0NL. Paper application materials, resumes and attachments that are sent via email, mail or brought in-person will not be considered or accepted. All applicants MUST attach their documents to the online employment application.

Application Deadline: 2026-01-28