(631) Correspondence Management Analyst

Position Description: 

The Correspondence Management Analyst oversees the full lifecycle of incoming and outgoing correspondence, ensuring accurate intake, analysis, routing, tracking, quality control, and timely responses. This role supports efficient communication flow by utilizing dedicated correspondence and task management systems, ensuring compliance with Department of Defense (DoD) regulations, Agency policies, records management requirements, and security protocols. The Analyst proactively identifies risks, potential delays, and process improvement opportunities to streamline correspondence operations and reduce the administrative burden on government personnel.

Work Location: Crystal City, VA (onsite M-F, 0730 – 1600)

Clearance: Secret 

Responsibilities and/or Success Factors: 

Correspondence Management & Operations 

• Provide comprehensive correspondence management services supporting the intake, processing, tracking, coordination, and distribution of internal and external communications.
• Execute, facilitate, manage, and analyze administrative and operational programs, policies, procedures, and platforms in compliance with Federal, Departmental, and Agency regulations.
• Review the Agency’s correspondence and task management systems daily to maintain awareness of all requirements, suspense dates, and required actions.
• Proactively provide regular status updates on all correspondence requirements, eliminating the need for government personnel to seek updates.
• Demonstrate urgency for priority and time-sensitive correspondence, notifying OLDCC leadership of priority suspenses, potential delays, or obstacles that could impact deadlines. Correspondence Intake & Distribution
• Receive, review, log, and process all incoming and outgoing correspondence, ensuring accuracy, completeness, and adherence to established guidelines.
• Assign tracking numbers, categorize correspondence, and ensure timely routing and distribution to appropriate internal and external stakeholders.
• Manage classified and sensitive correspondence in strict accordance with security and classification protocols.
• Log all incoming requirements and supporting documentation (e.g., references, templates, background materials) into the correspondence tracking system with accurate and timely data entry.
• Assign tasks to appropriate Action Officers based on content, priority, and deadlines, ensuring notifications and task details are communicated within one business day of receipt. 
• Maintain version control and up-to-date records for all correspondence actions. Correspondence Tracking, Follow-Up & Reporting
• Continuously monitor correspondence through review and approval workflows, sending reminders, tracking suspense dates, and escalating issues as necessary.
• Identify delinquent or at-risk tasks and proactively notify appropriate Government personnel to allow timely corrective action. rack recurring assignments and provide advance notifications of upcoming requirements.
• Monitor, report, and brief agency leadership on the status of pending, completed, and overdue correspondence using the Agency’s official tracking system.
• Provide qualitative and quantitative inputs to monthly status reports, including correspondence metrics, trends, and performance risks.
• Maintain a running log of correspondence items impacted by defaults, obstacles, or significant issues and notify the COR of potential performance or schedule impacts.

Quality Assurance & Compliance 

• Conduct thorough quality reviews of all correspondence packages prior to release to ensure accuracy, completeness, coordination, and compliance with DoD and Agency formatting, style, grammar, spelling, and classification standards.
• Demonstrate professional knowledge of applicable DoD correspondence and writing references.
• Coordinate with Action Officers to return correspondence packages requiring substantial revisions and ensure all required updates are completed.
• Perform proofreading and editorial corrections to deliver high-quality final products.
• Ensure compliance with records management policies, Freedom of Information Act (FOIA) requirements, and security classification guidelines. Records Management & Archiving
• Support the Records Manager in maintaining organized, auditable correspondence files in accordance with DoD records management policies.
• Ensure proper retention, retrieval, and disposition of correspondence records per regulatory requirements.
• Provide documentation and support for audits, inspections, and reviews.

Coordination & Stakeholder Engagement 

• Serve as the primary liaison coordinating correspondence actions with internal offices, agency leadership, and external partners. Ensure alignment with agency policies, messaging, and leadership intent.
• Support OLDCC leadership with correspondence-related briefings, presentations, and responses to inquiries regarding correspondence policies and procedures. Technology & Process Improvement
• Utilize DoD-approved correspondence and task management systems for document processing, tracking, and reporting.
• Identify inefficiencies, risks, and improvement opportunities within correspondence workflows and recommend or implement process enhancements.
• Provide training, guidance, and quarterly process reviews for agency staff on correspondence handling procedures as required.
  
  

Minimum Qualifications Including Certificates: 

• Bachelor’s degree in business administration, Public Administration, Communications, Management, English, or a related field from an accredited institution. 
• Minimum of 3–5 years of progressively responsible experience in correspondence management, administrative operations, or a related role within a Federal and/or Department of Defense (DoD) environment.
• Demonstrated experience managing the full lifecycle of correspondence, including intake, analysis, tracking, suspense management, routing, quality control, and final release.
• Strong working knowledge of DoD correspondence standards, formatting requirements, records management policies, and security classification protocols.
• Experience utilizing correspondence and task management systems to track requirements, deadlines, and approvals.
• Proven ability to proactively monitor suspense dates, identify risks or delays, and escalate issues to leadership in a timely manner.
• Exceptional attention to detail, organizational skills, and ability to manage multiple concurrent priorities in a fast-paced environment. 
• Strong written and verbal communication skills, with the ability to coordinate effectively with Action Officers, leadership, and external stakeholders.