Records Manager

Job Title: Records Manager 

Job Type: Full-Time 

Location: Philadelphia, PA

Compensation/Salary: $85,000-$95,000

Authorization Status: Must be Authorized to Work in the U.S. 

Clearance Requirements: Must be eligible to pass and maintain a Moderate Risk Public Trust Background Check (HSPD-12) 

About Aleto 

Aleto specializes in federal property management, space planning, and facility management. Aleto primarily supports federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications.  

We are looking to hire motivated people who are excited to grow with us. You'll have the potential to help improve processes and help identify solutions for our government, supporting the organizations that serve American citizens across the country. We offer the opportunity to work directly with clients to have a real impact on the day-to-day operations of federal agencies. 

We are a growing company that stands firm on our core values: Accountability, Ingenuity, Reliability, Service, and Stewardship. This is what sets us apart from our competitors.  

Our Mission, Vision, and Purpose: 

• Aleto aspires to be the trusted advisor to senior executives for federal leasing and facilities operations decision-making. 

• Aleto is committed to helping federal agencies improve their workspaces. 

• Our purpose is to enhance workplaces with our innovations, while maintaining trust with dependable, responsible and high-quality service.  

We work hand-in-hand with our partners, from start to finish, to ensure we're identifying and delivering the best solutions based on their business needs. 

We offer paid vacation, sick time, paid federal holidays, parental leave, full medical/dental/vision, and a 401(k).  

Aleto is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, or any other characteristic protected by federal, state or local laws.  

What we are looking for  

Aleto Inc. is seeking to hire a Records Manager with expertise in government property administration and federal records management to support our federal client. This position involves the execution of critical functions across facilities operations and comprehensive records lifecycle management per federal regulations and agency-specific requirements. 

Interview Process 

If you are selected for an interview, Aleto will contact you by email to arrange an interview via an online platform, such as Microsoft Teams, or by telephone. The entire interview process can average around 3 weeks from the time you are initially contacted for an interview. After all candidates are interviewed, Aleto will notify you of your application status.  

If an offer is extended, the start date is determined based on factors such as availability and the amount of time it takes for the government background clearance process (depending on the client).  

Visit our website at www.aletoconsulting.com to learn more about Aleto, Inc.  

Facility Manager - Essential Job Duties   

Duties include the following. Other duties may be assigned. 

Facilities and Government Property  

• Manage logistics for parking allocation, signage, and stakeholder communication.   

• Assist in the implementation and documentation of safety, emergency preparedness, and evacuation plans.  

• Coordinate on-site and virtual meetings, ensuring proper room setup and technology support. 

• Escort vendors, contractors, and ensure compliance with access control procedures. 

• Support the issuance of HHS ID Badges (PIV Cards) and fingerprinting services.  

• Maintain inventory and usage logs for government vehicles.  

• Track and control physical keys and support facility security protocols.  

• Complete monthly fleet and key control reporting.  

• Proper coordination and readiness of meetings and parking logistics. 

Records Management  

• File Plan Development and Process Improvement 

• Develop a File Plan procedure tailored to the client’s specific program operations, client requirements, and office location.  

• Create and maintain an overview dashboard for managing and maintaining records.  

• Identify and resolve inconsistencies in records classification or retention.  

• Ensure all Program records are covered by the file plan and aligned with NARA and client schedules. 

• Maintenance of Records Inventory  

• Perform annual inventories of hardcopy and digital records across file rooms, share drives, and storage systems.  

• Ensure compliance with NARA standards and client retention schedules.  

• Coordinate reviews with on-site POCs, Quality Managers, and ARLOs.  

• Receiving, Processing, and Storage of Records  

• Coordinate intake and processing of digital and analog records.  

• Apply accurate indexing, scanning, digitization, and filing practices.  

• Use client systems (e.g., ECMS, Documentum, SharePoint) to manage and validate record data.  

• Retrieval of Records  

• Process record retrieval requests from client staff within required timelines.  

• Maintain check-out logs and ensure timely return or follow-up of borrowed files.  

• Digitize and deliver requested records securely and in accordance with policy.  

• Record Disposition (Destruction or Transfer)  

• Organize and execute file room cleanups and record disposition activities.  

• Prepare records for destruction or transfer per retention schedules.  

• Complete SF-135 forms and manifests for FRC submissions and provide them to ARLOs and POCs.  

• Overview Dashboard  

• Maintain a centralized dashboard summarizing records management activities.  

• Report issues, volumes, and compliance progress monthly.  

• Respond to feedback and ensure dashboard accuracy and timeliness. 

Qualifications/Capabilities/Software Knowledge 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  

Qualifications/Education/Experience: 

• Associate degree in Business Administration, Information Management, Logistics, or a related field — or equivalent professional experience. 

• Minimum 5 years of professional experience in facilities and records management, particularly within a federal or a highly regulated environment. 

• Demonstrated experience in federal property and facility operations. 

Technological Skills: 

• Proficiency in Microsoft Office Suite, SharePoint, Excel, and government database systems.  

• Strong understanding of NARA guidelines and federal records lifecycle management.  

• Familiarity with record management tools (e.g., Alfresco, FileNet, Documentum, ECMS).  

Required Knowledge and Skills: 

• Excellent organizational, written, and verbal communication skills.   

• Ability to lead efforts independently, prioritize work effectively, and meet strict deadlines.   

• Strong interpersonal skills with the ability to coordinate with multiple stakeholders (Client Staff, ARLOs, POCs, COR, contractors).   

Other: 

• Background check and Public Trust Clearance is required. Current or previous HHS Public Trust is a plus.   

• Performance Standards Include:  

• Accurate and timely database entries, reporting, and mail processing.  

• Full compliance with safety protocols and document retention requirements.  

• Proper coordination and readiness of meetings and parking logistics. 

• Internal/external requests are completed and addressed in accordance with stated deadlines. 

• Highest level of integrity managing confidential information 

• Provide additional facilities support as needed to include maintaining government vehicles (logging mileage and tracking usage), mail processing, document scanning, filing, and database entry. 

Aleto’s Employee Expectations/Responsibilities  

• Compliance with all Aleto processes, standards, and guidelines including the utilization of the employee and intranet platforms to stay up to date on company news and events, submitting expense reports, providing monthly progress reports, etc. 

• Participate in recurring 1:1 and performance development meetings with your Aleto team lead to discuss current job tasks, promote open dialog/feedback, recognize and celebrate wins, and review positive and purposeful approaches for meeting work-related and professional development goals. 

• Attend team meetings, tri-annual company All-Hands Meetings, and other company-sponsored team-building events to foster and support Aleto's core values, vision, and culture.  

What We Offer: Benefits and Perks 

At Aleto, we recognize that our employees are our most valuable assets. We are proud to offer the following employee programs and benefits to enhance our employee’s well-being and total rewards package while practicing our core value of Stewardship.  

Pay Cycle  

Paydays are on the 15th and the last day of the month.  

• Payment is on a two-week arrears basis (for example, time worked the 1st through 15th is paid on the last day of that month; time worked the 16th through the last day of the month is paid on the 15th of the following month). 

Below is a list of comprehensive benefits offered to employees who work 30 hours or more each week:   

• Medical, Vision and Dental Insurance: 

Aleto employees are offered single, single-plus-one-dependent, or family medical, vision, and dental insurance plans.  

Aleto offers three medical plan options to employees. Aleto contributes 75% of the employee premium to the base medical plan and the option to “buy up” for the two additional plans.  

Aleto contributes 75% of the employee premium for the visions and dental plans. 

• Pre-Tax Savings Accounts 

The option to enroll in an HSA or FSA depending on elected medical insurance coverage.  

• Disability Insurance:  

Company-paid short-term and long-term disability insurance. 

• Life Insurance: 

Company-paid life insurance coverage.  

• Paid Time Off: 

Paid time off includes eleven federal holidays. Full-time employees accrue PTO at the rate of 5 hours per pay period for a total of three weeks per year. In addition, employees are provided with a separate bank of 40 hours of paid sick leave per year.  

• Retirement Plan: 

Aleto offers full-time employees a 401(k) qualified retirement plan.  

Environment and Physical Conditions  

While performing the duties of this job, the employee is required to have ambulatory skills sufficient to visit other locations; and the ability to remain in a stationary position at least 50% of the time, move inside and around an office, position themself to access items located in high or low areas, and transport items weighing up to 20 pounds across the office. Requires the constant operation of a computer and other office productivity machinery and the ability to observe details at a close range typically within a few feet of the observer.  The employee interacts frequently with other workers, vendors, and clients and will communicate information and ideas so others will understand and must be able to exchange accurate information in these situations. The position consistently requires work to be completed in an office environment with artificial light and air. 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. 

If you have questions or need additional assistance please contact us at [email protected]