Job Description
Job Description OVERVIEW The Correspondence Analyst position is located within the Correspondence Management Division (CMD) of the Executive Services Directorate (ESD) supporting the Office of Secretary of Defense (OSD). CMD has a key responsibility to uphold legal standards for efficient and thorough responses to public and government inquiries directed to the Department of Defense (DoD). By processing the correspondence from the requester (Agency, Organization or Individual) and through an understanding of the OSD organizational structure, the Correspondence Analyst reviews incoming and outgoing correspondence ensuring that the appropriate DoD Components are tasked to coordinate the response within the specified timeframes mandated by policy. This support enhances organizational communication and public access and understanding of the work of this branch of the Federal government and ultimately fosters government transparency. DUTIES AND RESPONSIBILITIES Receive and analyze an assortment of incoming classified and unclassified correspondence from government agencies to include the FBI, CIA, and Department of State Using an automated correspondence control system, input and track incoming/outgoing correspondence into the system, task correspondence to the appropriate OSD Component, Service, or defense agency for action, establish deadlines for responses, and assist in the preparation of responses Run queries and provide document retrieval services on behalf of the immediate Offices of the Secretary, Deputy and Executive Secretary of Defense Facilitate document transportation to the White House, Congress, House of Representatives, and other government facilities as directed acting as the face of the Office of the Secretary of Defense, Correspondence Management Division, ESD IDIQ Contract, and QualX Be knowledgeable in National Security Information (NSI) and Controlled Unclassified Information (CUI) handling, controlling, packaging, and transportation rules and regulations to ensure proper control and management of all material tasked in your care and under your purview Update and maintain correspondence guidelines, SOPs, and trainings Analyze documents to determine classification level and identify document markings Recognize possible nuclear weapons and intelligence information Prepare documents for scanning and perform Quality Control checks of the scanned documents Electronically launch scanned documents to tasked/info agencies so that all involved responders may begin the response process as quickly as possible Capture the mail volume and various categories for inclusion in metric reporting to management to include weekly reports regarding the timeliness of mail received Manage/Maintain Suspense Receipt and Destruction File of documents to be destroyed Maintain daily correspondence destruction file Manage and provide occasional mail room operational support Maintain current files utilizing filing system based on the Dewey Decimal System Job Requirements: Active Department of Defense (DOD) Top Secret security clearance Experience with Microsoft Office Suite applications (Word, Excel, Outlook, Access, and PowerPoint) Bachelor’s degree in Information Management related field, relevant military experience, or familiarity with DoD correspondence and records management practices Authority on the OSD and DOD missions, organization, functions, and responsibilities Familiarity with DoD Administrative Instruction 15 (AI 15) and the DoD Manual for Written Material desired Ability to communicate effectively – both orally and in writing Demonstrate strong analytical skills, reading comprehension, and attention to detail • Ability to multi-task, work with little to no supervision, and adjust to established work patterns and processes as needed Experience with Microsoft Office Suite applications (Word, Excel, Outlook, Access, and PowerPoint)