Case Coordinator & Records Assistant

SNA International seeks a bright, collaborative Case Coordinator / Records Assistant with a strong work ethic to join our team. The successful candidate will assemble, quality check, and track case files and records for the Defense POW/MIA Accounting Agency (DPAA) Hawaii Laboratory on Joint Base Pearl Harbor-Hickam. This position regularly interfaces with all employees, consultants, and contractors of the company, including personnel at the Nebraska Laboratory.

Minimum Requirements:

  • B.A./B.S. or M.A./M.S. degree
  • Experience working in a professional office setting, managing filing systems and maintaining documents.
  • Possess strong attention to detail and excellent recordkeeping skills.
  • Possess exceptional organization skills.
  • Possess the ability to prioritize responsibilities, multi-task, and work well under pressure.
  • Proficient in MS Word, PowerPoint, Excel, and Adobe Acrobat
  • A demonstrated history of initiative and achievement
  • Strong written and communication skills

Critical Work Responsibilities:

  • Creates, compiles, reviews, and distributes Case File Coordination (CFC) documentation, in hard copy and electronic forms, cited on the Cases for Identification (CFID) Spreadsheet for each casualty in CFC to move cases to final identification.
  • Assembles final Identification Packets and sends to respective Service Casualty Offices for distribution to the Primary Next of Kin
  • Manages active case management files, laboratory databases, and tracking evidence.
  • Processes and actions case report directives to include analyses reports for consolidations, associations, admin fiats, CIL portions, records retirement/reactivation, and other reports.
  • Inventories, actions, and files field reports, test reports, DNA documents, new accessions, and other miscellaneous document drop-ins
  • Tracks work progress and evaluates current laboratory accessions.
  • Conducts surety checks/audits on DPAA Hawaii test reports and forensic review documents, as well as laboratory forms and miscellaneous guides and procedures.
  • Ensures that laboratory cases that reach completion are closed IAW DPAA standard operating procedure.
  • Assists in the creation and maintenance of digital case management records on active cases in the laboratory.
  • Provides customer service to DPAA Staff to include case file check-in/out, case file location, and other related requests.
  • Maintains open communication via virtual network platforms and heavy email traffic.
  • Assists the Intern/Volunteer Coordinator with processing laboratory interns and volunteers through personnel onboarding and off-boarding actions, security processes (e.g., building access, controlled access areas, Volunteer Access Card, computer access), ensures relevant projects are assigned to each intern, and performs quality checks on intern/volunteer performance.
  • Generates and maintains one-year case reviews on accessions.
  • Compiles laboratory information for family member updates, and, as required by laboratory management, infrequently attends meetings to brief families on case progression and status.
  • Researches, identifies, and purchases reference books. Ensures library database and inventories are up-to-date and audited annually.
  • Assists with ordering and maintaining supplies, equipment, and other items and services necessary.
  • Creates, maintains, and tracks FedEx shipments for SA Laboratory to include DNA/Isotope samples, evidence handling, official document and equipment transfers, and others as requested.
  • Occasionally creates desk guides and forms for individual functional areas managed and complies with Quality Assurance document control procedures.
  • Performs administrative tasks required to complete critical work responsibilities.
  • Attends weekly meetings as required by Senior Management and Team Leads, and as needed for group projects.
  • Remains current on all mandatory annual trainings
  • Completes recurring duties independently, but refers deviations, problems, or unfamiliar situations to the supervisor for assistance.
  • Occasionally travels nationally and perhaps internationally (travel anticipated to be approximately <5%)
  • Protects organization’s values by keeping information confidential.

Work Environment:

  • Experience working independently with minimal direction or supervision.
  • Experience supporting and anticipating client needs and demonstrating problem-solving skills.
  • Experience performing tasks under tight deadlines and managing shifting priorities.
  • Able to work well independently, as well as in a team environment.

Physical Demands:

  • The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Sit or stand at computer systems for extended periods of time.
  • Possible exposure to noxious odors, hazardous chemicals, poisons, radioisotopes, corrosive reagents, infections tissue, and X-ray, laser, and ultraviolet rays
  • Possible frequent use of step stool for top shelf case files
  • Individual must be capable of working under high stress and pressure of short deadlines.
  • Ability to access information using a computer for up to 4 hours at a time.
  • Requires sitting at a desk for long periods of time.
  • Additionally, as the workspace is an active forensic laboratory, you will be subject to the sites (and occasional smells) of skeletonized human remains as well as hearing conversations regarding deceased individuals.

In Order To Apply:

  • Please submit a cover letter along with your CV.  CVs without a cover letter will not be considered.

SNA International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin, or protected veteran status and will not be discriminated against on the basis of disability


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