Job Details

Location Billings, MT - Rocky Mountain Regional Office (RMRO) **100% onsite required

Schedule Full-time, Monday-Friday Flexible start: 7:30 AM or 8:00 AM - 4:30 PM or 5:00 PM MT

Employment Type Full-time contract (1 base year + 1 option year)

Start Date ASAP - anticipated within ~10 days of completing badging/access

About the Project

Heartland is supporting the Bureau of Indian Affairs (BIA) Rocky Mountain Regional Office in its Transition to Electronic Records initiative. The project involves digitizing large volumes of permanent paper records and maps in full compliance with National Archives and Records Administration (NARA) and Federal Agencies Digital Guidelines Initiative (FADGI) standards.

Due to the sensitive and often FOIA/Privacy Act-protected nature of the records, all work must be performed onsite in Billings. No records may leave the facility.

Role Summary

Join a two-person onsite digitization team responsible for the end-to-end conversion of paper files and oversized maps into secure, permanent electronic records.

Key Responsibilities

• Collect, inventory, and prepare boxed records and oversized maps for scanning
• Clean, organize, and maintain original folder structure and order
• Scan documents using desktop scanners and large-format scanners/plotters (up to ~40")
• Apply required federal file-naming conventions and metadata
• Perform quality control to ensure images are complete, legible, and meet NARA/FADGI standards
• Upload finalized files to designated government repositories
• Return physical records to original locations while maintaining chain-of-custody
• Build and maintain an electronic inventory of scanned, stored, disposed, or retained records
• Coordinate daily workflow with RMRO escorts (required for secure-area access)
• Contribute to monthly progress reports (counts, status, issues/risks)

Required Qualifications

• 2+ years of experience in records management, document scanning/digitization, data entry, or similar administrative roles
• Proven experience with high-volume scanning and electronic file organization
• Understanding of records confidentiality, FOIA-sensitive handling, and/or Privacy Act requirements
• Exceptional attention to detail and ability to maintain accuracy under deadlines
• Proficiency in Microsoft Office (especially Excel) and/or Google Workspace
• Physical ability to lift/move banker boxes and stand for portions of the day

Preferred Qualifications

• Knowledge of NARA records standards and/or FADGI guidelines
• Experience digitizing maps, engineering drawings, or other large-format documents
• Previous work in federal, tribal, or government records programs
• Experience creating and maintaining indexing systems or inventories for physical and digital records

Security & Access Requirements

• Ability to pass a federal background check for building and system access
• Comfortable working in secure areas with mandatory RMRO escort protocols

What Success Looks Like

• Consistently producing accurate, fully compliant digital records that pass QC
• Well-structured digital collections with correct metadata and naming conventions
• Reliable daily onsite presence and proactive coordination with supervisor and RMRO staff
• Steady contribution to the team goal of digitizing 500+ boxes of permanent records

Interested candidates should submit resume to (add contact/recruiter info here). Local or relocatable-to-Billings candidates only.

Benefits

• Comprehensive Health, Vision, and Dental Insurance
• Company-Paid Life Insurance, Short-Term, and Long-Term Disability Coverage
• Voluntary Supplemental Insurance Options
• Paid Holidays and Paid Time Off (accrued from date of hire)
• 401(k) Retirement Plan with Company Match
• Support for Education and Professional Development
• Coverage under Social Security, Workers' Compensation, and Unemployment Insurance

Heartland Consulting is an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, national origin, or disability status. We E-Verify all employees.