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Aircraft Records Clerk

Summit Aviation
Medical, Dental, Vision, Paid STD & LTD, Life Insurance, 401k + Matching
United States, Delaware, Middletown
4200 Summit Bridge Road (Show on map)
Apr 07, 2026
SUMMIT AVIATION, INC.
POSITION DESCRIPTION AND SPECIFICATION

POSITION TITLE: Aircraft Records Clerk DATE: APR 2026
FLSA STATUS: Non-Exempt DEPT: Quality
LOCATION: Delaware TRAVEL: Varies

POSITION SUMMARY: The Aircraft Records Clerk reports to the Director of Quality and is responsible for ensuring the accuracy, completeness, and regulatory compliance of all aircraft maintenance records in support of safe and airworthy operations. The Aircraft Records Clerk performs detailed logbook and documentation reviews, validates parts traceability, prepares maintenance entries in accordance with FAA requirements, as well as company procedures, and executes other duties as assigned. The position directly supports operational efficiency by enabling timely quoting, return-to-service approvals, and workorder closeout while maintaining audit-ready records. This position works closely with Quality, Maintenance, and Program teams. The aircraft records clerk operates in compliance with company safety practices and performs other duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Aircraft Records Review & Validation:
  1. Perform detailed reviews of aircraft logbooks, maintenance records, and technical documentation to determine:
    1. Airworthiness status,
    2. Time/cycle tracking accuracy, and
    3. Compliance with applicable maintenance requirements.
  2. Validate completeness and accuracy of:
    1. Airframe, engine, propeller, and component records,
    2. Airworthiness Directives (ADs) compliance,
    3. Service Bulletins (SBs) and Service Letters (SLs), as applicable, and
  3. Identify discrepancies, missing data, or gaps in records and escalate for resolution.
Regulatory Compliance Support:
  1. Ensure records meet requirements of:
    1. FAA 14 CFR Part 43 and Part 145,
    2. Customer contractual requirements, and
    3. AS9110 / AS9100 documentation standards (as applicable).
  2. Support audit readiness by ensuring all records are:
    1. Accurate,
    2. Traceable,
    3. Legible, and
    4. Properly retained.
  3. Assist during audits by retrieving and presenting required documentation.
Logbook Entry & Maintenance Documentation:
  1. Prepare and review logbook entries for maintenance performed, ensuring:
    1. Proper maintenance release statements,
    2. Accurate descriptions of work performed, and
    3. Inclusion of required references (manuals, data, etc.).
  2. Verify all documentation supports Return to Service (RTS) approvals by authorized personnel.
  3. Ensure documentation aligns with Repair Station Manual (RSM) procedures.
Workorder & Records Management:
  1. Compile and organize work order packages with all supporting documentation:
    1. Task cards,
    2. Inspection records, and
    3. Parts traceability (8130-3, CoC, etc.).
  2. Ensure proper records assembly, indexing, and storage.
  3. Maintain document control and version integrity in accordance with company procedures
  4. Verify parts traceability documentation for compliance:
    1. FAA Form 8130-3,
    2. Certificates of Conformance (CoC), and/or
    3. Authorized Release Certificates.
  5. Conduct back-to-birth research on critical components when required.
  6. Flag and quarantine documentation issues that could impact airworthiness or certification.
Operational Throughput Support:
  1. Support production and quality teams by:
    1. Accelerating logbook reviews for quoting and proposal development, and
    2. Enabling timely job closure and customer invoicing.
  2. Coordinate closely with:
    1. Inspectors (for RTS documentation),
    2. Program Managers / Sales (for record reviews supporting quotes), and
    3. Technicians and Supervisors (to resolve documentation gaps).
Continuous Improvement:
  1. Identify recurring documentation issues and recommend process improvements
  2. Support Lean initiatives to reduce:
    1. Record review cycle time, and
    2. Documentation errors and rework.
  3. Assist in development of standard work and checklists for records review and logbook entries
DIMENSIONS
  1. This position is responsible for ensuring detailed and accurate documentation of all work performed on aircraft working closely with Quality, Maintenance, and Program Management teams.
SKILLS AND EXPERIENCE
  1. High school diploma or equivalent required; associate degree or aviation-related education preferred.
  2. Minimum 2-5 years of experience in aviation maintenance records, preferably in:
    1. FAA Part 145 Repair Station, and/or
    2. MRO or aerospace manufacturing environment.
  3. Experience reviewing aircraft logbooks and maintenance documentation required.
  4. A&P License (strongly preferred but not required).
  5. Working knowledge of:
    1. FAA 14 CFR Part 43 and Part 145 requirements,
    2. Aircraft maintenance documentation and recordkeeping practices, and
    3. Airworthiness Directives (ADs) and Service Bulletins (SBs).
  6. Familiarity with:
    1. 8130-3 tags and parts traceability requirements, and
    2. Logbook entry standards and maintenance release language.
  7. Experience with ERP/MRO systems (e.g., SAP, Corridor, Quantum, etc.) preferred.
  8. High attention to detail with ability to detect discrepancies and incomplete records
  9. Strong organizational and document control skills.
  10. Ability to manage multiple work orders and priorities in a fast-paced environment.
  11. Effective communication skills to coordinate across Quality and Maintenance teams
  12. Proficiency in Microsoft Office (Excel, Word, Outlook).
  13. Prior experience as a Records Clerk, Technical Records Specialist, or Inspector preferred.
Physical Requirements: This position requires the ability to work in seated or standing positions for prolonged periods of time, perform office and clerical duties including use of office tools.
Working Environment: The working environment is corporate office facility and shop floor. Daily contact with employees in other departments is required.
DISCLAIMER
This job description indicates the general nature and level of work expected by the incumbent. It is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the incumbent. The incumbent may be asked to perform other duties as required.

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