Correspondence Management Specialist

Summary

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.

Qualifications

In order to qualify for this position, you must meet the requirements described below. You may qualify at the GS-12 level, if you fulfill the following qualification requirement: 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. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). You will receive credit for all qualifying experience, including volunteer experience. All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume. Your resume may not exceed two (2) pages. For qualifications determinations, it is recommended that applicants include their months and hours worked per week for each employment listed on their resume. If a determination is not able to be made about the duration of your creditable experience for qualification requirements, you will be removed from consideration. Read more about what should I include in my federal resume at https://help.usajobs.gov/faq/application/documents/resume/what-to-include ACTIVE DUTY SERVICE MEMBERS: Federal agencies treat active duty service member as veterans, disabled veterans, and preference eligible, when they submit, as part of their application package, a "certification" of active service in lieu of a DD-214, indicating the service member is otherwise eligible and will be discharged or released within 120 days from the date of submission.. A "certification" letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. This "certification" must include your rank, dates of active duty service, type of discharge and character of service (i.e. honorable), and date any terminal leave will begin. It must be signed by, or by direction of, the adjutant, personnel officer, or commander of your unit or higher headquarters. Active duty members that fail to provide a valid "certification" of service with their initial application will be found "not eligible". Members may be appointed before the effective date of their military retirement/separation if they are on terminal leave. Current or Former Political Appointees: Agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level. If you are currently or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Human Resources Office. Time-in-grade requirements must be met by the closing date of this announcement and clearly documented in your resume.

Education

Education cannot be substituted for experience.