Records Support Associate

CMT Services, Inc. · Washington, DC, District of Columbia
Department CMT Services, Inc.
Employment Type Full-Time
Minimum Experience Entry-level

CMT Services, Inc. seeks a Records Support Associate to provide support to a Government client. To qualify for this role, you must have an Active Secret level security clearance.

The Records Support Associate provides support to the Government staff by performing various clerical and repetitive manual functions with high attention to detail and accuracy.  

  • Digitally scan and perform image quality control functions for: Passport  Applications, Lookout Records and other Consular Vital records as identified by Records Services.
  • Work with the Department’s Resource Management Office on the repatriation loan debt program and Enter  various passport holds into the Department’s lookout system. 
  • Communicate with the Department of Health and Human Services (DHHS) regarding passport holds for child support owed.   
  • Identify the proper type of record filing system to file or process incoming records.   These files include issued and non-issued passport applications, Consular Reports of Birth, Consular Reports of Death, the various types of Lookout files, correspondence files, and a wide variety of miscellaneous documents that are turned in to the Division annually.  This determination has a significant impact on the Divisions’ ability to locate and retrieve passport records.
  • Performs quality control functions, facilitates the integration of data into PPT databases, and ensures record integrity. 
  • Review and correct discrepancies in multiple document PRISM records, review and correct errors in database processing systems records
  • Monitor the production and transfer of data files and records pertaining to passport and consular activity submitted by domestic passport Agencies and Centers, as well as and consular facilities abroad to HQ in order to ensure proper adherence to established procedures and protocols.
  • Reconcile any processing errors or deficiencies identified in the data submissions or in upload to the databases.  .
  • Assist in the issuance of certified copies of Consular Reports of Death (OF-180), Certificates of Witness to Marriage, and Panama Canal Zone Birth and Death Certificates. 
  • Prepare files for retention, disposition, and retrieval purposes. 
  • Operate Passport Services electronic database systems to process, search, track, retrieve, reconcile, update and modify Passport Directorate records.
  • Receive and respond to a wide variety of requests for information or assistance from Passport Agencies, Washington Headquarters offices, other offices in the Bureau of Consular Affairs, overseas posts, other Department of State offices, and outside agencies such as the Office of Personnel Management, Department of Homeland Security, Department of Defense, etc., regarding passport records, and related matters as directed by Management. 
  • Perform routine and complex searches using Passport Information Electronic Records System (PIERS), Passport Records Imaging Systems Management (PRISM), Passport Lookout Tracking System (PLOTS), Master Index and other manual filing systems. For records not available within Passport Services data systems, coordinates the daily requests and responses to/from the WNRC.
  • Assist with various special projects as requested by the Government.


  • Excellent data entry skills.
  • Excellent filing and file retrieval skills.
  • A basic knowledge of the current passport data systems, ability to determine quality and correctness of data and images.
  • Possess good organizational skills.
  • Ability to learn and recall information about Passport application procedures and the laws and regulations pertaining to Passport requirements.
  • Ability to demonstrate excellent customer service skills, effectively communicate orally and through written correspondence to a wide audience.
  • Ability to effectively and politely comprehend and communicate the requirements of a vital record in a professional and courteous manner. 
  • Ability to communicate with the public both over the telephone and via written means.
  • Ability to maintain composure and objectivity in stressful situations and in dealing with multiple inquiries.
  • Ability to understand the operation, practices, and procedures of general automation software.

Education & Experience:

  • HS diploma or GED
  • Three (3) years of office experience in a high volume production environment, including;
  • Two (2) years of experience utilizing a variety of office software, specifically:  MS Word, MS Power Point, MS Excel, and MS Outlook.
  • Possess Secret level security clearance.

Company Overview:

CMT Services, Inc (CMT) is an award-winning business services solutions company, providing a broad range of services and solutions in Consulting, Management, and Technology. Since 2002, CMT has been focused on supporting the mission and strategic business goals of our customers by providing premiere and seamless business solutions to Federal, State, Local and Commercial entities. As demonstrated by our employees, the best work experience in the industry has been through collaborative communication and interactions.

Our employees are our greatest assets and we promote an employee and family friendly work culture. Our commitment to this unique culture was recognized by SmartCEO Magazine as a Baltimore area Brava Award Winner for our Corporate Culture. Our work culture and the outstanding efforts of our team of professionals has resulted in tremendous growth for CMT over the past three years. In 2017 we were honored to be named one of the 50 Fastest Growing Women-Owned led companies globally by American Express!

Our CEO believes “you get the best results from employees through individual empowerment” which fosters a climate where our professionals benefit from a rare opportunity to create their own successes within a team framework. This is the story of CMT…an ideal company to build a career, make a difference and be recognized and rewarded for your value!

CMT Services, Inc. (CMT) is an equal opportunity employer and prohibits discrimination based upon race/color, age, disability, genetic information, national origin, pregnancy, gender, sex, sexual orientation, religion, ancestry, family status, and military status.

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  • Location
    Washington, DC, District of Columbia
  • Department
    CMT Services, Inc.
  • Employment Type
  • Minimum Experience