(530) Correspondence Management Analyst

Position Overview:

We are seeking a highly organized and detail-oriented Correspondence Analyst to oversee the full lifecycle of internal and external communications. This role will be responsible for receiving, analyzing, tracking, editing, and distributing correspondence to ensure compliance with Department of Defense (DoD) regulations and agency standards. The ideal candidate will possess exceptional communication skills, advanced task management capabilities, and the ability to work collaboratively across various stakeholder groups to maintain accurate and timely correspondence workflows.

This position requires flexibility and a proactive mindset, as the Analyst may also be called upon to support additional administrative or programmatic tasks that arise in support of mission objectives.

Location:  Arlington, VA

Clearance:  Secret Clearance

Key Responsibilities and Correspondence Management:

• Manage the intake, review, routing, tracking, and distribution of all incoming and outgoing correspondence.
• Assign tracking numbers, log correspondence, and route to appropriate staff based on content and priority.
• Use the agency’s correspondence management system to maintain complete and up-to-date records.
• Monitor tasks and ensure timely completion of all suspense items; escalate delays and provide proactive updates to leadership.

Drafting and Editing:

• Draft, proofread, and edit official correspondence including memos, letters, briefings, and reports.
• Ensure compliance with formatting, spelling, grammar, tone, and style guidelines (Oxford, AP, DoD).
• Coordinate revisions with action officers to ensure quality and accuracy prior to submission.

Quality Assurance and Compliance:

• Conduct quality control reviews for accuracy, completeness, and coordination before final release.
• Ensure all correspondence adheres to DoD and agency-specific formatting and classification standards.
• Maintain compliance with records management, FOIA, and document security protocols.

Tracking and Follow-up:

• Provide continuous monitoring and tracking of correspondence status; issue regular updates to stakeholders.
• Identify overdue items and potential obstacles; notify government personnel proactively.
• Maintain version control and update records to ensure consistency and accessibility.

Process and Technology Improvements:

• Identify opportunities to improve correspondence workflows and document handling procedures.
• Train agency staff on correspondence handling policies, tools, and best practices.
• Participate in quarterly process reviews to optimize operations.

Administrative and Reporting Duties:

• Prepare correspondence-related reports and metrics for leadership.
• Assist with briefings, compliance reviews, audits, and inspections.
• Contribute to monthly status reports, highlighting risks, delays, and unresolved correspondence items.

Other Duties as Assigned:

• Support additional administrative, operational, or communications-related tasks in alignment with program needs.
• Provide surge or cross-functional support during peak periods or in response to urgent requirements.
• Remain adaptable and responsive to evolving agency priorities and stakeholder needs.

Qualifications:

• Bachelor’s degree or equivalent experience in communications, public administration, or related field.
• Strong written and verbal communication skills with attention to grammar, tone, and style.
• Experience with Microsoft Office Suite and Microsoft Power Applications.
• Familiarity with DoD correspondence regulations, classification procedures, and task management systems.
• Excellent analytical and proofreading skills with the ability to ensure clarity and accuracy under tight deadlines.
• Strong task management and prioritization abilities—must be proactive and able to adapt to shifting priorities.
• Proven ability to maintain professionalism when interacting with DoD personnel and external partners.
• Demonstrated ability to take feedback constructively and adjust accordingly to improve deliverables.
• Experience managing classified and sensitive documents in accordance with security protocols.