Correspondence Controller @ Washington Headquarters Services

Job Summary

Based in Washington Headquarters Service (WHS), this position is within the Classified Support Branch (CSB) of the Correspondence Management Division (CMD). CMD provides critical administrative and staff assistance to the Secretary of Defense, Deputy Secretary, and Executive Secretary. The division is responsible for developing and implementing correspondence and mail management policies across the OSD and DoD components.

Qualifications

• In order to qualify for this position, you must meet the requirements described below.
• You may qualify at the GS-11 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-09 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to Utilizing correspondence and/or task management systems to analyze all types and levels of classified correspondence for tasking and data entry to the appropriate action office for response; Reviewing, editing, and processing correspondence in accordance with established policies and procedures; Using administrative policies, programs, and procedures to effectively provide advice, guidance, and assistance to customers and executive level leadership; AND Managing suspense dates and changes to task assignments.
• OR Education: Ph.D or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree in a field which demonstrates the knowledge, skills, and abilities necessary to do the work of the position, such as: Criminal justice, Security Management, or Law Enforcement and Administration.
• OR Combination of education and experience.
• 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.

Major Duties

• The incumbent serves as a Correspondence Controller on a rotating shift basis in CSB.
• The Branch remains operational whenever the SecDef and DepSec are in their offices, to include evenings, weekends, and holidays, with all personnel "on call" during off-duty hours.
• Incumbent may be required to perform shift work and work unusual hours during peak work periods on an unscheduled or no advance notice basis.
• Directs the identification, logging, and routing of sensitive, classified executive correspondence for the SecDef, DepSecDef, and ExecSec on a rotating, 24/7 on-call shift basis; extracts metadata and analyzes subject matter to assign OPRs and track actions in CATMS.
• Serves as the authoritative resource on classified document protocols, auditing complex files to ensure strict compliance with DoD Manual 5200.01-V2 (Marking of Information) and DoD Manual 5110.04-V1-2 (Manual for Written Material) at page, subject, and paragraph levels.
• Exercises delegated authority to operate the Ghostwriter Autopen system, inscribing executive signatures/initials on official documents while validating approval authorities and performing final quality reviews of outgoing packages.
• Serves as an official courier for extremely sensitive, classified materials across the Washington National Capital Region (NCR) to the White House, Congress, and State Department; coordinates priority shipments via the State Department Diplomatic Pouch.
• Manages the compilation, digitization, and systematic safekeeping of classified official executive files; conducts regular accountability audits of classified holdings in compliance with National Archives and Records Administration (NARA) mandates.