Job Title
Records Specialist & Administrative Support
San Francisco, CA
United States of America
Job Type
Full-Time Regular
Job Description


BCT Partners

We are a national, multi-disciplinary consulting firm that delivers a full range of research, consulting, training, technology and analytics services. We combine subject matter expertise with industry experience to help public, private, and nonprofit organizations achieve lasting results. We partner with our clients to identify their most critical challenges, offer expert advice, and deliver real-world solutions that transform business and society. BCT is a minority-owned and operated, small disadvantaged business enterprise and one of the leading firms in the country with expertise in the following industries: housing and community development, economic development, workforce development, health, children and families, pharmaceuticals and life sciences, education, diversity and inclusion, and energy.

We invite and welcome to our team people who share our values and goals; those with a passion for making the world a better place, who see strength in our diversity, seek equal opportunity access for all communities and are motivated to create a more equitable and just society. We appreciate the knowledge, abilities, and ideas of each individual and embrace his/her/their positive contributions to our collaborative and dynamic work environment.

Our Clients

The US Department of Human Services, Administration of Children and Families (ACF), Office of Head Start (OHS). OHS’ mission is to promote school readiness by enhancing the social and cognitive development of low-income children through health, educational, nutritional, social, and other services, as necessary. The Head Start Regional Office is the funding agency to grantees that provide Head Start (HS) and Early Head Start (EHS) services to pregnant women and children from birth to age 5. OHS provides oversight of these grantees through monitoring and technical assistance, often with the support of partners like BCT. BCT takes great pride in supporting our clients: the OHS Regional Office, its grantees and the communities they serve.

Position Summary:

The Records Specialist & Administrative Support provides ongoing, prompt and accurate records maintenance and administrative support for the Federal and BCT Partners staff in support of Head Start (HS) and Early Head Start (EHS) grantees. This includes general administrative duties, meeting-logistics support, data entry, directory updates and maintenance, letter and report preparations and recording meeting minutes. It also requires tracking and maintaining various data and action items, physical and electronic records, public inquiries, complaints, response times, and sometimes responding, all in compliance with regulatory records retention requirements, The Records Specialist will be a highly organized with an outstanding attention to details and an eye towards process improvement.

Key Responsibilities:

  • Responsible for all administrative duties including compiling/coordinating mail outs, compiling presentation materials, copying, faxing, scanning, editing documents, and ordering supplies.
  • Provide meeting logistical support including arrange conference calls, room reservations, and set up webinar/video conferences; respond to Freedom of Information Act requests; provide support in client timekeeping and travel arrangements and travel budget.
  • Perform data entry duties utilizing MS Office and/or internal web-based systems.
  • Maintain and update directory client e-mail list; compile, create and distribute formal letters and data/management reports; act as a recorder at client and internal staff meetings.
  • Maintain and track multiple client data and action items; maintain, track and/or respond to all incoming public inquiries and complaints and response timelines; maintain and track client physical and electronic records, including identifying and monitoring regulatory requirements for records retention.

Perform other reasonable tasks as assigned by management in support of BCT’s goals and objectives.

Experience, Knowledge, Skills & Abilities:

  • Bachelor’s Degree from an accredited university or college.
  • 2 years’ professional experience providing general administrative, meeting logistics and records management support in an office environment; experience in a nonprofit, social service or government consulting environment is a plus.
  • Strong organizational skills with the demonstrated ability to effectively manage and track data, documents and other records in both physical and electronic formats; excellent attention to details required; experience with the federal grant life cycle is a plus.
  • Must be able to effectively manage multiple, competing and changing priorities in a fast-paced work environment.
  • Demonstrated ability to learn and work with client web-based databases, and intermediate proficiency in Microsoft Outlook, Excel, Access and Word; experience with ArcGIS and/or open source GIS applications is a plus.
  • Strong verbal and written communication skills required.
  • Must work independently, as well as collaboratively across or as part of a team.

How to Apply:

Interested candidates should submit their resumes and cover letters to BCT Partners via BCT Partners is an Equal Opportunity Employer. We appreciate the diversity of our communities and encourage candidates of all races, colors, ages, religions, sex, sexual orientations, gender identities, national origins, veteran or disability statuses to apply for BCT positions. No phone calls or in-person applications, please.