Correspondence Controller

Washington Headquarters Services • Arlington, VA

4d • Onsite

About The Position

Based in WHS, this position is within the Correspondence Analysis Branch (CAB) of the Correspondence Management Division (CMD). CMD provides administrative support to the Secretary, Deputy Secretary, and Executive Secretary of Defense. CAB processes unclassified materials for leadership and guides OSD, the White House, Congress, and federal agencies on correspondence policies, CATMS tracking, incoming/outgoing mail, and staff packages.

Requirements

• U.S. Citizenship is required
• Males born after 12-31-59 must be registered or exempt from Selective Service
• May be required to successfully complete a probationary/trial period
• Must be determined suitable for federal employment
• Required to participate in the direct deposit program
• This position is subject to pre-employment and random drug testing
• Selections from this notice are subject to provisions of the DOD Priority Placement Program for displaced employees.
• The incumbent must be able to obtain and maintain a Top Secret security clearance.
• A Special Background Investigation (SBI) is required with favorable adjudication by a determining authority.
• One year of specialized experience equivalent to the GS-07 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to receive and review all types and levels of correspondence for tasking assignment to the appropriate action office for response; reviewing correspondence for formatting and grammatical accuracy; operating an electronic task management tracking system; AND Assisting with managing suspense dates and changes to task assignments.
• One year of specialized experience equivalent to the GS-09 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to utilize correspondence and/or task management systems to analyze all types and levels of correspondence for tasking and data entry to the appropriate action office for response; Reviewing and editing correspondence in accordance with established policies and procedures; Using administrative policies, programs, and procedures to effectively provide advice, guidance, and assistance to customers and executive/senior level leadership; AND Managing suspense dates and changes to task assignments.

Nice To Haves

• Master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related.
• Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree or LL.M., if related.

Responsibilities

• Manages the routing of high-level, unclassified executive communications to and from the SecDef, DepSecDef, and ExecSec.
• Analyzes complex incoming files to assign OPRs, set suspense windows, and enter accurate real-time data into CATMS for DoD-wide reporting.
• Audits outgoing executive signature packages for completeness and protocol.
• Coordinates release with front office staff and executes secure dispatch using email, military courier, USPS, or the State Department Diplomatic Pouch.
• Implements tracking systems to coordinate, transfer, and extend OSD suspense actions.
• Analyzes workflow metrics and conducts process studies to optimize correspondence procedures across the Department.
• Serves as the authoritative subject matter expert on DoD correspondence standards, interpreting and maintaining DoD Manual 5110.04-V1-2 (Manual for Written Material) to ensure organizational compliance.
• Liaisons between action officers and high-level stakeholders to resolve tasking requirements, while maintaining precise digital and physical records of all signed executive actions in CATMS.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level