Correspondence Controller

Job summary

This position is in the Washington Headquarters Services (WHS), Executive Services Directorate (ESD), Correspondence Management Division (CMD), Classified Support Branch (CSB). The Division provides critical administrative support and executive staff assistance to the Secretary of Defense, the Deputy Secretary of Defense, the Department of Defense Executive Secretary, and their immediate senior staffs.

Major duties

Incumbent typical work assignments may include the following: Analyze, control, and task highly sensitive and classified correspondence addressed to the Secretary of Defense, Deputy Secretary of Defense, and Executive Secretary, using an automated task management system to ensure proper routing and suspense tracking. Serve as a primary liaison for classified correspondence from the White House, Congress, and other national-level agencies, applying expert knowledge of the DoD's organizational structure to determine the correct office of primary responsibility and required actions. Function as an authoritative source of guidance for OSD personnel on correspondence management and information security policies, ensuring all written materials comply with federal and DoD standards for formatting, classification marking, and handling. Conduct final quality control reviews of outgoing correspondence packages signed by senior DoD leadership, verifying completeness and adherence to all procedural and security requirements before dispatch. Manage and reconcile a portfolio of high-priority suspense actions, independently resolving discrepancies and coordinating with action officers to ensure timely and accurate responses to the Department's most critical taskings. Serve as a courier for extremely sensitive classified documents, implementing all required security measures for transport and delivery to senior officials throughout the Washington National Capital Region.

Qualification

Mission Essential Employee: Mission essential employees may be required to report for, or remain at, work in dismissal or closure situations due to adverse weather conditions, natural disasters, or other emergency situations ( e.g., building closure due to power outage) causing disruptions of government operations, and are required to maintain contact with their supervisor during any dismissal or closure situation unless specifically excused by their supervisor. 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 experience: Analyzing complex and highly sensitive correspondence to determine the appropriate action office, required coordinators, and suspense dates, while utilizing an automated correspondence and task management system to control, route, and archive official records; and Independently managing a portfolio of suspense actions by monitoring progress, reconciling discrepancies, and serving as a liaison between action officers and senior leadership to ensure timely and accurate completion of priority taskings; and Applying knowledge of information security and correspondence management policies (such as DoD manuals for written material and marking of information) to conduct quality reviews of outgoing correspondence packages, ensuring adherence to procedural, grammatical, and security standards. 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.

Evaluations

In order to be considered for this position, you must complete all required steps in the process. In addition to the application and application questionnaire, this position may require an online USA Hire Competency Based Assessment. The USA Hire online assessment measures critical general competencies required to perform the job. Your eligibility and qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), the responses you provide on the application questionnaire, and the result of the USA Hire Competency Based Assessment(s) required for this position (if applicable). If you are found to be among the top candidates, you will be referred to the selecting official for employment consideration. You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics): Correspondence and Task Management Attention to Detail Information Security Problem Solving and Analysis 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.