Correspondence Management Analyst

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Full Time Professional Arlington, VA, US

Salary Range: $90,000.00 To $ Annually

The Correspondence Management Analyst provides full lifecycle management of formal agency correspondence from initial receipt and tasking through coordination, quality review, final signature, and closeout. The Analyst serves as the organization's subject matter expert (SME) on applicable Department of Defense (DoD) and agency correspondence policies, procedures, and formatting requirements. The position manages approximately 50-75 new correspondence actions per month and ensures packages are accurate, compliant, properly staffed, and completed within established suspense dates.

• Correspondence Intake & Tracking:
  Receive, review, log, assign, and track formal correspondence using the agency's official system of record. Log new actions within two business hours; review taskings for clarity, realistic suspense dates, and required supporting documentation; and coordinate with Government leadership to resolve incomplete or ambiguous taskings.
• Editorial & Quality Control:
  Serve as the primary quality-control checkpoint. Review packages for grammar, spelling, punctuation, clarity, consistency, formatting, and compliance with the agency Correspondence Guide and applicable DoD standards. Return non-compliant packages with clear corrective guidance and prepare final, error-free signature copies.
• Workflow & Suspense Management:
  Manage correspondence through staffing, coordination, review, approval, and signature. Route packages electronically to required reviewers in the proper sequence, continuously monitor active actions, identify potential delays, and issue reminders to action officers approaching suspense dates.
• Reporting & Analysis:
  Prepare and facilitate up to ten weekly correspondence review meetings, including agendas and meeting summaries. Develop monthly performance metrics addressing package volume, average completion time, timeliness rates, overdue actions, and relevant workload or process trends.

• 5+ years of progressively responsible experience in correspondence management, executive/administrative support, task management, records management, or a closely related function, preferably supporting a DoD or other Federal Government organization.
• 3+ years of direct experience managing formal executive or agency correspondence through intake, staffing, coordination, quality control, approval, signature, and closeout.
• Demonstrated experience using CATMS or a comparable Federal correspondence/task management and tracking system.
• Working knowledge of DoD and Federal correspondence policies, standards, executive staffing processes, and records/document management practices.
• Demonstrated experience performing high-level editorial and quality-control reviews, including grammar, spelling, punctuation, formatting, consistency, and compliance with organizational standards.
• Experience managing multiple concurrent actions, suspense dates, reviewers, and approval workflows in a high-volume, deadline-driven environment.
• Experience developing correspondence metrics, status reports, meeting agendas, briefing materials, and management-level summaries.
• Advanced proficiency with Microsoft Word, Outlook, Excel, PowerPoint, and Teams.
• Exceptional written and verbal communication, organizational, analytical, attention-to-detail, and customer-service skills.
• Ability to independently coordinate with senior Government officials, action officers, program personnel, and organizational leadership.
• Active DoD security clearance or ability to obtain and maintain the clearance is required.

• Bachelor's degree in Business Administration
• Public Administration
• Management, or related discipline
• Prior experience serving as a correspondence management SME, executive secretariat analyst, CATMS administrator/user, or senior task-management analyst within a DoD organization.

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the…