Correspondence & Operations Analyst

Anser - Alexandria, VA

Full-time

Alexandria, VA

Professional, Scientific, and Technical Services

About the position

The Correspondence & Operations Analyst position at ANSER is a full-time role located in the Organizational and Management Policy Directorate (O&MPD) under the Director of Administration and Management (DA&M). This position plays a crucial role in supporting the Directorate leadership, government Administrative Officers (AOs), Subject Matter Experts (SMEs), and the contract team. The successful candidate will be responsible for the accurate distribution of incoming and outgoing unclassified and classified documents, providing subject matter expertise, and managing day-to-day activities that support the Office of the Secretary of Defense (OSD) mission and its senior leaders, including the Secretary and Deputy Secretary of Defense, as well as the Military. Key responsibilities include managing correspondence workflow by acting as the liaison between O&MPD and the DA&M front office, other DA&M Directorates, and OSD components. The analyst will review and assign correspondence documents to the appropriate OSD offices or personnel for response through the Correspondence and Task Management System (CATMS). Additionally, the role involves developing, monitoring, updating, implementing, and maintaining an internal suspense tracking system for various documents and projects received. The analyst will prepare metrics and weekly action reports of critical suspense data, conduct reconciliations between internal and external program offices regarding pending or overdue actions, and identify discrepancies for government personnel. The analyst will also provide guidance for managing correspondence for high-level officials and assist government personnel in developing business methods and procedures, including administrative systems and process flows. Training guides will be created and staff members will be supported in understanding the structure and missions of the DA&M, OSD, and the Components, as well as the proper preparation of signature packages and the use of the correspondence guidance and suspense tracking system. Operational duties will include preparing briefing resources, supporting legislative counsel assignments, managing IT and security issues, and maintaining office supplies and equipment inventory. Other responsibilities may be assigned as needed.

Responsibilities

• Assign and manage correspondence workflow as the O&MPD liaison with the DA&M front office and other OSD components.
• Review and assign correspondence documents to appropriate OSD offices for response through CATMS.
• Develop, monitor, update, implement, and maintain an internal suspense tracking system for correspondence and documents.
• Prepare metrics and weekly action reports of critical suspense data and reconcile pending actions with program offices.
• Provide guidance for managing correspondence of senior officials in accordance with DoD correspondence guidance.
• Assist in developing business methods and procedures for administrative systems and process flows.
• Create and implement training guides and support training of staff members on DA&M structure and correspondence management.
• Handle operational duties related to briefing resources preparation and IT management.
• Manage equipment and furniture inventory, suite access, and SCIF maintenance.

Requirements

• Bachelor's degree in a relevant field.
• At least 4 years of relevant professional experience.
• Secret clearance required at date of hire.
• Ability to provide full-time on-site support 5 days a week.
• Experience in correspondence management and task assignment in the U.S. government.
• Familiarity with CATMS and DoD Manual for Written Material.
• Prior experience supporting senior-level officials and knowledge of OSD structure and missions.
• High proficiency in English, both written and oral.
• Proficient in Microsoft Office Suite, especially Word, Excel, PowerPoint, and Teams.
• Ability to work in a fast-paced team environment and adapt to changing requirements.

Nice-to-haves

• Experience with Executive Secretariat functions.
• Knowledge of DoD correspondence guidance and procedures.