Records & Correspondence Specialist

Full Job Description

This position is located in the Records and Logistics Branch, Correspondence Management Division, Executive Services Directorate, Washington Headquarters Services.

The CMD directly supports the Secretary and Deputy Secretary of Defense, the Executive Secretary and their immediate senior staffs through the development, implementation, and oversight of all correspondence management applicable to OSD, Military Departments, Office of the Joint Chiefs of Staff, Defense Agencies, & Field Activities.

In order to qualify for this position, you must meet the requirements described below.

You may qualify at the GS-09 level, if you fulfill the following qualification requirement: One year of specialized experience equivalent to the GS-07 grade level in the Federal service (experience may have been gained in the private sector) that demonstrates your ability to Support records management programs, including organizing, maintaining, safeguarding, and disposing of official correspondence or archival materials in paper and digital formats; and Utilize document management systems to capture, store and/or distribute documents (e.g.

filing, data entry, document imagining, etc.); and Receive and review all types of private citizen correspondence for tasking assignment to the appropriate action office for response and take action on suspense items.

OR Master's or equivalent graduate degree or 2 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, or LL.B.

or J.D., if related.

OR A combination of education and experience: A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%.

To compute the percentage of the requirements, divide your total months of experience by 12.

Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages.

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.

DOD PPP candidates using Application-Based Procedures: Military Spouse Preference (MSP) Eligible: Military Spouse Preference applicants, must be selected and placed at the highest grade level for which they have applied and been determined best qualified.

You must include a completed copy of the Military Spouse PPP Self-Certification Checklist (DD-3145-4) dated within 30 days along with the documents identified on the checklist to verify your eligibility for Military Spouse Preference.

Military Reserve (MR) and National Guard (NG) Technicians PPP Eligible: MR and NG technicians PPP applicants must be selected and placed at the full performance level if determined well qualified.

You must include a completed copy of the Military Reserve and National Guard Technician PPP Self-Certification Checklist (DD-3145-3) to verify your eligibility for Military Reserve and National Guard Technician preference.

Military Reserve (MR) and National Guard (NG) Technicians Receiving Disability Retirement PPP Eligible: MR and NG technicians receiving disability retirement PPP applicants must be selected and placed at the full performance level if determined well qualified.

You must include a completed copy of the Military Reserve and National Guard Technician Disability PPP Self-Certification Checklist (DD-3145-2) to verify your eligibility for Military Reserve and National Guard Technician Disability preference.

Retained Grade PPP Eligible: Retained Grade PPP applicants, must be selected and placed at the full performance level if determined well qualified.

You must include a completed copy of the Retained Grade PPP Self-Certification Checklist (DD-3145-1) to verify your eligibility for Retained Grade preference.

All qualifications and education requirements must be met by the closing date of this announcement and clearly documented in your resume. Major Duties:

Incumbent typical work assignments may include the following: Performs duties designed to execute records management functions by developing and preserving official correspondence records to include all tasks associated with the orderly and systematic safeguarding of paper and digital copies of official correspondence records for the Secretary of Defense, Deputy Secretary of Defense, and Executive Secretary.

Conducts analytical reviews, populates and edits archival data fields in the CATMS and creates digital images of official records.

Facilitates effective and efficient record-keeping programs throughout the CMD by providing thorough and accurate input to records management policies and procedures.

Responsible for the security of highly classified, up to and including collateral Top Secret, digital documents entrusted to their custody.

Reviews incoming correspondence to determine compliance with applicable regulations and notifies appropriate office of noted discrepancies.