Administrative Litigation Support Specialist - Hearing Office

About the role

Perform complex day-to-day administrative and litigation support activities in support of the Hearing Office Division. Work independently with minimal detailed guidance to complete tasks involving archiving, retrieval, database inputs, report generation, and handling both classified and unclassified case files. Research, locate, and deliver requested cases to Administrative Judges, Attorneys, and adjudicators.

Responsibilities

• Demonstrate mastery of the English language, including grammar, spelling, and composition.
• Apply detailed knowledge of the personnel security administrative litigation process under DoD Directive 5220.6 and other applicable security clearance regulations, including safeguarding PII and highly sensitive information in accordance with the Freedom of Information and Privacy Acts.
• Analyze, recommend, and take appropriate actions to resolve Freedom of Information and Privacy Act requests, governing the release of official government information to the public for both classified and unclassified information.
• In-process new cases by preparing 35–150 case files per month and entering information into the DOHA Hearing Office Case Tracking System, including ISCR/ADP clearance cases, military and civilian clearance cases, HSPD12 cases, TRICARE appeals, and Special Education Due Process hearings.
• Assist all Judges at all stages of due process hearings or written record cases, producing error-free work, including:
  • Issuing notices of hearings and contacting applicants/appellants about scheduling and access.
  • Searching and reserving courtrooms or hearing rooms across the CONUS for DOHA hearings.
  • Setting up and troubleshooting VTC or online video (e.g., Teams) for remote hearings.
  • Performing Case Tracking System database management.
  • Preparing final decisions for issuance, forwarding decisions with appropriate correspondence, and preparing case files and redacted decisions for Hearing Office records.
  • Preparing error-free, Section 508-compliant electronic decisions for publication.
• Handle sensitive information and PII within established regulations and procedures to prevent mishandling.
• Manage a large caseload of ISCR, ADP, personal appearance, HSPD12, TRICARE, and Special Education Due Process hearing cases, deploying resources efficiently to accomplish the mission.
• Provide litigation support, including document preparation, organization, filing, mailing, and making appropriate entries in the case tracking system, while complying with Section 508, Freedom of Information and Privacy Acts, and DoD Directive 5220.6.
• Receive and record cases in appropriate computer databases, including the Defense Information System for Security (DISS) and the DOHA web-based case tracking system.
• Read and analyze reports for adjudication to determine if the scope of investigation meets DOHA standards; prepare memoranda of findings and correspondence in accordance with DOHA processes.
• Respond verbally or in writing to inquiries about case status, ensuring compliance with security and privacy requirements.
• Anticipate and meet the needs of Due Process Applicants/Appellees, DOHA Division leadership, and attorneys with minimal supervision.
• Ensure all work products demonstrate a clear understanding of the Hearing Office’s mission and applicable security administration guidelines, regulations, and directives.
• Analyze case files for completeness, initiate correspondence, track follow-up actions, and handle sensitive information, credit reports, and PII without errors.
• Summarize case documentation/files and manage related filing, mailing, and tracking in applicable case-tracking systems.
• Develop and deliver detailed responses to inquiries about case status, resolving issues from applicants and appellants.
• Produce flawless reports, correspondence, and other work products to avoid risks to mission operations and national security.
• Exercise independent judgment with limited guidance from senior government staff.
• Identify potential problems and proactively recommend solutions to resolve organizational issues.
• Interpret and apply agency requirements to protect the deliberative process and adhere to Privacy Act requirements.
• Perform miscellaneous administrative, clerical, and records/case file management duties as required.

Requirements

• Mastery of the personnel security administrative litigation process under DoD Directive 5220.6 and other applicable security clearance regulations.
• Knowledge of policies and procedures relating to industrial personnel security cases.
• Experience handling sensitive information and PII in compliance with the Freedom of Information and Privacy Acts.
• Ability to manage a large caseload of ISCR, ADP, HSPD12, TRICARE, and Special Education Due Process hearing cases.
• Familiarity with and ability to utilize DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program.
• Proficiency in using the Defense Information System for Security (DISS) and DOHA web-based case tracking systems.
• Ability to produce error-free, Section 508-compliant electronic documents.
• Strong analytical skills to assess case file completeness and adherence to DOHA investigative standards.
• Ability to work independently with minimal supervision and exercise sound judgment.