Correspondence Management Specialist

Washington Headquarters Services • Arlington, VA

1d • Onsite

About The Position

This position is located in the offices of the Office of the Secretary of War (OSW) Director, Administration and Management(DA&M), Deputy DA&M/Director/Washington Headquarters Services (WHS) and Deputy Director, WHS. The DA&M and WHS are responsible for organizational and administrative management for the OSW, installation management for the Pentagon Reservation and law enforcement for the Pentagon, DoD-leased facilities in the National Capital Region and the Raven Rock Mountain Complex. Duties Incumbent typical work assignments may include: Oversees the complete lifecycle of highly sensitive executive correspondence, decision memoranda, and briefing materials for senior agency leadership. Enforces strict quality control, editorial alignment, and policy compliance on all outgoing products, with the authority to independently edit, restructure, and refine complex drafts into highly polished, executive-ready deliverables. Manages, assigns, and tracks high-priority organizational action items and administrative suspenses utilizing an electronic task and correspondence database. Monitors suspense timelines, facilitates inter-office coordination, and provides real-time status updates to leadership on time-sensitive and special-interest packages. Applies qualitative and quantitative methodologies to evaluate operational workflows, administrative frameworks, and program effectiveness. Conducts management studies and implements process improvements while interpreting and applying federal regulations, including those governing information privacy (FOIA), contract administration, and personnel awards programs. Serves as the primary administrative consultant to subordinate elements and staff directors on document coordination and organizational business rules. Coordinates and disseminates leadership decisions and policy updates across functional boundaries to ensure multi-agency alignment and cooperative problem-solving. Monitors operational customer service standards and performance metrics to ensure administrative support functions meet or exceed organizational objectives. Designs, develops, and implements training programs and standard operating procedures (SOPs) for support staff to enhance technical proficiency and overall mission execution.

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
• This position is subject to the DoD Military Spouse Priority Placement Program
• May occasionally require travel away from the normal duty station via military or commercial aircraft
• The incumbent may be required to work Other than normal duty hours, which may include evenings, weekends, and/or holidays and/or overtime
• The incumbent must be able to Obtain and maintain a Top-secret security clearance with Sensitive Compartmented Information (SCI). A Special Background Investigation (SBI) is required With favorable adjudication by a determining authority
• One year of specialized experience equivalent to the GS-11 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability in: Applying writing and editing techniques and correspondence regulations and procedures in order to prepare a wide variety of written materials; and Reviewing and ensuring appropriate coordination of draft responses utilizing automated correspondence management tools; and Managing the requirements for handling executive level correspondence.

Nice To Haves

• Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Responsibilities

• Oversees the complete lifecycle of highly sensitive executive correspondence, decision memoranda, and briefing materials for senior agency leadership.
• Enforces strict quality control, editorial alignment, and policy compliance on all outgoing products, with the authority to independently edit, restructure, and refine complex drafts into highly polished, executive-ready deliverables.
• Manages, assigns, and tracks high-priority organizational action items and administrative suspenses utilizing an electronic task and correspondence database.
• Monitors suspense timelines, facilitates inter-office coordination, and provides real-time status updates to leadership on time-sensitive and special-interest packages.
• Applies qualitative and quantitative methodologies to evaluate operational workflows, administrative frameworks, and program effectiveness.
• Conducts management studies and implements process improvements while interpreting and applying federal regulations, including those governing information privacy (FOIA), contract administration, and personnel awards programs.
• Serves as the primary administrative consultant to subordinate elements and staff directors on document coordination and organizational business rules.
• Coordinates and disseminates leadership decisions and policy updates across functional boundaries to ensure multi-agency alignment and cooperative problem-solving.
• Monitors operational customer service standards and performance metrics to ensure administrative support functions meet or exceed organizational objectives.
• Designs, develops, and implements training programs and standard operating procedures (SOPs) for support staff to enhance technical proficiency and overall mission execution.

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.
• Review our benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed