Regulatory Operations and Federal Register Coordinator

MDW Associates is seeking a Regulatory Operations and Federal Register Notice Coordinator to support the Department of War (DoW) Regulatory Division by managing the end-to-end intake, tracking, processing, and publishing workflow for Federal Register notices and Paperwork Reduction Act (PRA) packages, ensuring accurate routing to Action Officers, clean audit trails and records management, and on-time posting to government systems (for example, Federal Docket Management System (FDMS) and Regulations.gov).

The Regulatory Operations and Federal Register Notice Coordinator may perform a combination of some or all of the following job duties:

• Federal Register intake, triage, and routing
• Monitor the Federal Register Notice inbox and related feeds; triage incoming notices and route to the appropriate Regulatory Division Action Officers.
• Maintain daily workflow discipline to ensure notices are acknowledged, assigned, and progressed without delay.
• Notice lifecycle management and publishing support
• Edit and finalize notices in Microsoft (MS) Word, ensuring correct formatting, version control, and file naming.
• Convert and archive notice emails and supporting materials (for example, Portable Document Format (PDF) capture) and file all artifacts in the designated repository structure to preserve a defensible audit trail.
• Save published notices to the appropriate folders and maintain organized records for retrieval and reporting.
• Paperwork Reduction Act (PRA) and docket operations (30-day and 60-day)
• Support 30-day and 60-day Paperwork Reduction Act notices, including corrections and status updates.
• Use Federal Docket Management System (FDMS) and Regulations.gov workflows to apply or validate docket numbers, synchronize postings, and ensure docket and notice metadata is accurate.
• Microsoft SharePoint tracker administration and reporting
• Maintain and update the Notice Microsoft SharePoint Tracker and associated spreadsheets, ensuring real-time status visibility, accurate due dates, and strong data hygiene.
• Perform batch updates, reconcile discrepancies, and support leadership reporting with reliable tracker outputs.
• Monitor interagency review group box and enter reviews into SharePoint trackers.
• Gov Info / Federal Register feed / Regulations.gov migration
• Retrieve and file published notices from Gov Info.gov into the correct internal categories (for example, Paperwork Reduction Act, Arms Sales, and System of Records Notice (SORN)).
• Move relevant notices from Federal Register feeds into Regulations.gov (as directed), ensuring proper categorization and documentation.
• Standard operating procedures and process documentation
• Draft and maintain standard operating procedures (SOPs) and job aids for notice review, Federal Docket Management System (FDMS) processes, and tracker usage; incorporate continuous improvement recommendations to reduce rework and improve compliance.
• Stakeholder coordination and operating cadence
• Participate in recurring status meetings (weekly project status, monthly directorate meetings, and tag-ups) and provide clear updates on workflow health, bottlenecks, and emerging risks.

• Tools and Systems
• Microsoft Office (Microsoft Excel, Microsoft Word, Microsoft Outlook);
  Microsoft SharePoint (trackers, document libraries)
• Federal Docket Management System (FDMS) and Regulations.gov (docketing and posting support)
• Federal Register and Gov Info workflows and repositories
• Document conversion and records management practices (Portable Document Format (PDF) capture, foldering, version control)
• Core Skills
• Workflow operations, queue management, and precision editing
• Metadata accuracy, data hygiene, and tracker discipline
• Compliance-minded records management and audit trail preservation
• Stakeholder engagement and coordination with Action Officers and government clients
• Standard operating procedure development, job aids, and continuous process improvement
• Deliverables and Performance Metrics (examples)
• Notice intake timeliness: percentage of notices triaged and routed within 1 business day
• Tracker accuracy: tracker-to-source reconciliation rate; minimal stale or incorrect statuses
• On-time publishing support:…