Correspondence Manager

Responsibilities

• Primary responsibility is to process incoming correspondence, including email and facsimile, to route communication to the appropriate individual in the office for response and action.
• Author, review, and edit drafts of notes, internal memoranda, and official correspondence.
• Track and maintain visibility on taskers and open actions based on inputs and guidance from senior staff in the office.
• Manage daily Front Office activities and maintain a professional work environment by knowing and following Senior Executive Service (SES) protocols.
• Plan and schedule meetings, receive visitors, and interact with the public through a customer-service, detail-focused, adaptive, and proactive approach in a fast-paced and publicly visible DoD organization.
• Independently and proactively transmit information, obtain and assemble data, prepare and review presentations, communicate inside and outside of the directorate, and deconflict calendar and event scheduling.
• Integrate support activities to ensure OSW leadership is prepared for meetings and engagements on a routine basis and in a timely manner.
• Process incoming requests and communications requirements to appropriately triage, address, and record internal and external correspondence.
• Answer and maintain telephonic communications, to include taking messages and referring calls to the appropriate individual or office within the OSW organization.
• Interface with the public and guests visiting the organization. Greet and escort high-level officials.
• Ensure Front Office is presentable for senior defense officials.
• Remedy facility concerns and maintain adequate stockage of office supplies.
• Support the office’s security administration through facilitating security clearances and visit requests for OSD personnel and visitors.
• Maintain electronic copies, and paper copies as directed by the Government, of all office documents such as letters, memoranda, reports, and briefings.
• Aid government personnel with official travel and logistical arrangements to accomplish mission requirements using the Defense Travel System (DTS) in compliance with the Joint Travel Regulations (JTR).

Qualifications

• Extensive knowledge of CATMS and DoW correspondence procedures, including prior experience in routing and staffing packages within the DoW.
• 10+ years of experience supporting Government or Military executives is strongly desired.
• Demonstrated ability to work effectively in a fast-paced environment with changing priorities.
• Strong organizational, planning, and time management skills.
• Proficient skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and use of office equipment.
• Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals.
• Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
• Ability to prioritize, multi-task, problem solve, and adapt in a fast-paced and strategic environment under minimal supervision.
• Familiarity with DoD 5110.4-M, “Manual for Written Material” is strongly desired.

Education and Experience

• This position requires: A Bachelor’s Degree in a related area.
• 10 years of program management experience responsible for support planning, developing, and executing major programs within the DoW, preferably within OSW.

Clearance

• Active TS/SCI clearance.
• Must be a U.S. citizen.

Location

• Work is performed on-site at the Pentagon in Arlington, VA.

Physical Requirements

• The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:
• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

Pay

The projected compensation range for this position is $105,000 to $120,000 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies' total compensation package for employees.