Microsoft 365 Knowledge Management and Records Specialist

We are seeking an on-site, detail-oriented MS365 Knowledge Management and Records Specialist to modernize, govern, and maintain a secure SharePoint Online environment. In this mid-level role, you will restructure information architecture, migrate and organize content, automate collaboration and document-lifecycle processes, and implement records retention and compliance controls. The ideal candidate has hands-on experience with SharePoint Online, Microsoft Purview, Power Automate, and Power BI in a federal, defense, or other regulated environment.

This full-time position is located on-site in Crystal City, Virginia. Applicants must hold an active Secret security clearance.

Responsibilities

SharePoint Architecture & Data Migration

• Design and restructure SharePoint Online sites, document libraries, content types, metadata, taxonomy, and navigation to align with client information-management standards and improve search, discoverability, and operational efficiency.
• Plan and execute structured content migrations from legacy file shares and collaboration platforms into secure, standardized SharePoint Online environments, including inventory, mapping, validation, and post-migration quality checks.
• Conduct content inventories and coordinate approved cleanup, de-duplication, remediation, and disposition activities to improve data quality, support compliance, and reduce unnecessary storage.

Process Design & Workflow Automation

• Assess current workflows and stakeholder requirements, then design and document standardized processes for creating, reviewing, approving, publishing, and maintaining official content across directorates.
• Design, build, test, document, deploy, and maintain Power Automate cloud flows for task routing, review and approval processes, notifications, and document-lifecycle management.
• Identify process bottlenecks, recommend improvements, and implement practical solutions that support efficient operations in a military headquarters environment.

Records Management & Compliance

• Implement and administer records-management policies, file plans, retention schedules, and disposition procedures in accordance with applicable federal requirements, NARA guidance, and agency policies.
• Configure and administer Microsoft Purview retention labels, sensitivity labels, retention policies, and disposition-review workflows to support records governance, information protection, and regulatory compliance.
• Maintain organized, searchable repositories and support records searches, audits, data calls, Freedom of Information Act requests, and Congressional inquiries by locating and compiling responsive information.

Analytics & Reporting

• Develop and maintain Power BI dashboards and reports using SharePoint and Microsoft 365 data to track site health, user adoption, storage utilization, workflow performance, and records-compliance metrics.
• Present actionable data insights to leadership to drive continuous improvement in information sharing.

Qualifications & Security Requirements

• Citizenship: Must be a U.S. citizen.
• Clearance: Must hold an active Secret security clearance.
• Education: Bachelor’s degree from an accredited institution in information management, information systems, computer science, business administration, or a related field.
• Experience: At least five years of professional experience in knowledge management, records management, information management, SharePoint administration, or related data operations, preferably in a federal, defense, or military headquarters environment.
• Technical proficiency: Demonstrated experience configuring and administering SharePoint Online sites, permissions, document libraries, lists, content types, metadata, views, navigation, and modern web parts.
• Microsoft 365 skills: Hands-on experience developing Power Automate cloud flows, creating Power BI reports and dashboards, and configuring Microsoft Purview retention and sensitivity controls.
• Records compliance: Working knowledge of federal records-management requirements, NARA guidance, records schedules, file plans, disposition processes, and Microsoft Purview Records Management.

Core Competencies: Exceptional attention to detail, strong cross-functional communication skills, and the ability to work effectively on-site in a fast-paced, mission-critical environment.

Preferred Qualifications: Microsoft certifications related to SharePoint, Power Platform, or Microsoft Purview; experience supporting federal organizations; and experience conducting SharePoint migrations, records inventories, or user training.