Summary
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.
Responsibilities
The incumbent serves as Correspondence Controller on a rotating shift basis in CAB. The Branch remains operational whenever the SecDef and DepSec are in their offices, to include evenings, weekends, and holidays, with all personnel "on call" during off-duty hours. Incumbent may be required to perform shift work and work unusual hours during peak work periods on an unscheduled or no advance notice basis. 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.
Qualifications
In order to qualify for this position, you must meet the requirements described below. You may qualify at the GS-09 level, if you fulfill the following qualification requirement: 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. OR 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. You may qualify at the GS-11 level, if you fulfill the following qualification requirement: 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. OR I have a 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. A combination of education and experience (GS-09 & GS-11 level): Equivalent combinations of education and experience may be used to meet the total qualification requirements. A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) by 18. Add the two percentages. 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. DOD PPP candidates using Application-Based Procedures: Military Spouse Preference (MSP) Eligible: Military Spouse Preference applicants, must be selected and placed at the highest grade level for which they have applied and been determined best qualified. You must include a completed copy of the Military Spouse PPP Self-Certification Checklist (DD-3145-4) dated within 30 days along with the documents identified on the checklist to verify your eligibility for Military Spouse Preference. Military Reserve (MR) and National Guard (NG) Technicians PPP Eligible: MR and NG technicians PPP applicants must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Military Reserve and National Guard Technician PPP Self-Certification Checklist (DD-3145-3) to verify your eligibility for Military Reserve and National Guard Technician preference. Military Reserve (MR) and National Guard (NG) Technicians Receiving Disability Retirement PPP Eligible: MR and NG technicians receiving disability retirement PPP applicants must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Military Reserve and National Guard Technician Disability PPP Self-Certification Checklist (DD-3145-2) to verify your eligibility for Military Reserve and National Guard Technician Disability preference. Retained Grade PPP Eligible: Retained Grade PPP applicants, must be selected and placed at the full performance level if determined well qualified. You must include a completed copy of the Retained Grade PPP Self-Certification Checklist (DD-3145-1) to verify your eligibility for Retained Grade preference. All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume.
Education
ARE YOU QUALIFYING BASED ON EDUCATION or A COMBINATION OF EDUCATION AND EXPERIENCE? You must provide sufficient documentation of your education in your resume. You MUST provide a copy of official or unofficial transcripts or degrees in your application package. It may also be acceptable to document your applicable course listing in your resume (course number, credits earned, etc.). Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html. All education claimed by applicants will be verified by the appointing agency. If selected, an official/sealed transcript will be required prior to appointment. PASS/FAIL COURSES: If more than 10 percent of your undergraduate course work (credit hours) were taken on a pass/fail basis, your claim of superior academic achievement must be based upon class standing or membership in an honor society. GRADUATE EDUCATION: One academic year of graduate education is considered to be the number of credits hours your graduate school has determined to represent one academic year of full-time study. Such study may have been performed on a full-time or part-time basis. If you cannot obtain your graduate school's definition of one year of graduate study, 18 semester hours (or 27 quarter hours) should be considered as satisfying the requirement for one year of full-time graduate study FOREIGN EDUCATION: If you are using education completed in foreign colleges or universities to meet the qualification requirements, you must show the education credentials have been evaluated by a private organization that specializes in interpretation of foreign education programs and such education has been deemed equivalent to that gained in an accredited U.S. education program; or full credit has been given for the courses at a U.S. accredited college or university. For further information, visit: https://www2.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html