(778) Correspondence Management Analyst

Arlo Solutions LLC•Crystal City, VA, VA

8h•Onsite

About The Position

The Correspondence Management Analyst oversees the full lifecycle of incoming and outgoing correspondence, ensuring accurate intake, analysis, routing, tracking, quality control, and timely responses. The role supports efficient communication flow through dedicated correspondence and task management systems while ensuring compliance with Department of Defense (DoD) regulations, Agency policies, records management requirements, and security protocols. The Analyst identifies risks, potential delays, and process improvement opportunities to streamline correspondence operations and reduce the administrative burden on government personnel. The position is onsite in Crystal City, Virginia, Monday through Friday, from 0730 to 1600, and requires a Secret clearance. The Analyst provides correspondence management support, monitors and reports on correspondence status, checks correspondence packages for quality and compliance, supports records management and archiving, coordinates with stakeholders, and recommends workflow improvements.

Requirements

Bachelor’s degree in business administration, Public Administration, Communications, Management, English, or a related field from an accredited institution.
Three to five years of progressively responsible experience in correspondence management, administrative operations, or a related role within a Federal and/or DoD environment.
Demonstrated experience managing the full correspondence lifecycle, including intake, analysis, tracking, suspense management, routing, quality control, and final release.
Strong working knowledge of DoD correspondence standards, formatting requirements, records management policies, and security classification protocols.
Experience using correspondence and task management systems to track requirements, deadlines, and approvals.
Proven ability to monitor suspense dates proactively, identify risks or delays, and escalate issues to leadership in a timely manner.
Exceptional attention to detail and organizational skills, with the ability to manage multiple concurrent priorities in a fast-paced environment.
Strong written and verbal communication skills and the ability to coordinate effectively with Action Officers, leadership, and external stakeholders.
Secret clearance.
Ability to work onsite in Crystal City, Virginia, Monday through Friday, 0730–1600.

Responsibilities

Provide comprehensive correspondence management services, including intake, processing, tracking, coordination, and distribution of internal and external communications.
Execute, facilitate, manage, and analyze administrative and operational programs, policies, procedures, and platforms in compliance with Federal, Departmental, and Agency regulations.
Review correspondence and task management systems daily to monitor requirements, suspense dates, and required actions.
Provide regular status updates and notify OLDCC leadership of priority suspenses, potential delays, and obstacles that could affect deadlines.
Receive, review, log, and process incoming and outgoing correspondence for accuracy, completeness, and compliance with guidelines.
Assign tracking numbers, categorize correspondence, and route and distribute items to appropriate stakeholders in a timely manner.
Manage classified and sensitive correspondence in accordance with security and classification protocols.
Log incoming requirements and supporting documentation in the correspondence tracking system with accurate and timely data entry.
Assign tasks to Action Officers based on content, priority, and deadlines, and communicate task details and notifications within one business day of receipt.
Maintain version control and current records for correspondence actions.
Monitor correspondence through review and approval workflows, send reminders, track suspense dates, and escalate issues as necessary.
Identify delinquent or at-risk tasks and notify Government personnel; track recurring assignments and provide advance notifications of upcoming requirements.
Monitor, report, and brief agency leadership on pending, completed, and overdue correspondence using the Agency’s official tracking system.
Provide qualitative and quantitative inputs to monthly status reports, including correspondence metrics, trends, and performance risks.
Maintain a running log of correspondence items affected by defaults, obstacles, or significant issues and notify the COR of potential performance or schedule impacts.
Conduct quality reviews of correspondence packages before release for accuracy, completeness, coordination, and compliance with DoD and Agency formatting, style, grammar, spelling, and classification standards.
Apply professional knowledge of applicable DoD correspondence and writing references.
Coordinate with Action Officers to return packages requiring substantial revisions and ensure required updates are completed.
Proofread and make editorial corrections to produce high-quality final products.
Ensure compliance with records management policies, Freedom of Information Act (FOIA) requirements, and security classification guidelines.
Support the Records Manager in maintaining organized, auditable correspondence files in accordance with DoD records management policies.
Ensure proper retention, retrieval, and disposition of correspondence records and provide documentation and support for audits, inspections, and reviews.
Serve as the primary liaison for correspondence actions with internal offices, agency leadership, and external partners, ensuring alignment with agency policies, messaging, and leadership intent.
Support OLDCC leadership with correspondence-related briefings, presentations, and responses to inquiries about correspondence policies and procedures.
Use DoD-approved correspondence and task management systems for document processing, tracking, and reporting.
Identify workflow inefficiencies, risks, and improvement opportunities and recommend or implement process enhancements.
Provide training and guidance to agency staff on correspondence handling procedures and conduct quarterly process reviews as required.