File Room Specialist (0035)

As a File Room Specialist at OCT Consulting, your primary responsibilities will include receiving contract files, organizing them for archiving, and managing the logistics for their disposition. You'll coordinate with the Records Manager regarding the shipping, archiving, and destruction of these files while maintaining an accurate database. Additionally, you'll track the status of multiple contract closeouts and generate necessary documentation, ensuring clear communication with contract stakeholders throughout the process.

To qualify for the File Room Specialist position at OCT Consulting, you must be a U.S. Citizen with at least 3 years of file management support experience, ideally in a contracting environment. Physical capability to lift up to 35 lbs is necessary, and you must be eligible for a Public Trust clearance through background check processes, including credit and law enforcement checks.

Yes, having prior experience providing file management support for federal clients is important for the File Room Specialist role at OCT Consulting. This background ensures that you are familiar with the unique requirements and processes associated with government contracts, which is essential for successfully managing the disposition and archiving of contract files.

The File Room Specialist at OCT Consulting can expect a competitive compensation package that includes medical, dental, and vision insurance, a retirement savings 401K plan with employer contributions, generous paid time off, and life insurance options. Additionally, OCT promotes professional development and career growth, creating a supportive work environment.

OCT Consulting promotes a workplace culture focused on equal opportunity for all individuals. As a File Room Specialist, you'll be part of an environment that values merit and qualifications, encouraging personal growth based on abilities and contributions. The company is dedicated to fostering a supportive atmosphere where each employee can thrive, regardless of their background.

When answering this question, focus on specific examples from your previous roles where you successfully managed files within a federal context. Highlight your familiarity with the policies and procedures unique to federal agencies, perhaps mentioning specific projects or challenges you navigated effectively.

To answer this question, emphasize your organizational skills and methods for prioritization, such as creating checklists or using project management tools. Discuss how you assess the complexity and deadlines of different contracts and how you ensure that all stakeholders remain updated on progress.

Discuss your attention to detail and the systematic approaches you use to maintain accuracy, such as double-checking records, consistent documentation practices, and periodic audits of file statuses. Providing an example will strengthen your answer and showcase your reliability.

Answer by recalling a specific instance in which your communication skills were key to resolving an issue or improving a process. Focus on your ability to listen, address concerns, and convey information clearly and succinctly to ensure everyone is aligned with project goals.

In your response, explain how you would assess the situation to determine what was missing and evaluate the urgency of archiving. Discuss your ability to communicate with team members and stakeholders to expedite the process while ensuring compliance with archiving standards.

Highlight your experience with any relevant software such as document management systems or database tools you've used for tracking contract files. Discuss any features you find particularly helpful in facilitating efficient file management and retrieval.

Emphasize that attention to detail is critical for a File Room Specialist to ensure accuracy in file management, prevent mishandling of sensitive contracts, and maintain compliance with regulations. Provide examples demonstrating how detail orientation has positively impacted your previous work.

Discuss your organizational strategies, whether it involves creating logical filing systems, utilizing digital tools, or setting up regular reviews of documentation. Share a specific method you employ to maintain organization amidst extensive documentation.

Illustrate your ability to share knowledge and best practices you have developed in file management. Describe one or two methods you’ve used effectively in the past to mentor or train colleagues, ensuring they understand the processes and compliance requirements.

Share your passion for file management and your interest in supporting federal clients effectively. Discuss how you find satisfaction in ensuring accurate records and compliance, especially given the impact such work has on larger public service projects.