Location: DOD office located in Crystal City or Arlington, VA at least 2 days per week and the remaining time will be remote.

Job Summary:

Eccalon is seeking to bring on a highly organized professional to provide correspondence management, workflow management, operational, and administrative support to the Office of Small Business Programs (OSBP) at the Department of Defense (DOD). The Correspondence Coordinator will be responsible for maintaining the control and quality of all correspondence packages, legislative actions, briefings, memorandums, interim letters, congressional reports, programmatic material, and other organizational artifacts used to assist the OSBP Director and Associate Directors in the management and oversight of their portfolio of programs. The Correspondence Coordinator is responsible for managing and coordinating workflows related to legislative and congressional affairs using the Correspondence and Task Management System (CATMS) and CHARRTS database. The position requires the ability to collaborate effectively with internal and external stakeholders, manage competing priorities, and maintain strict confidentiality.

Key Responsibilities:

• Monitor the Correspondence and Task Management System (CATMS) system to ensure all action packages are identified, reviewed, and assigned to proper action officers.
• Maintain the control and quality of all correspondence packages, legislative actions, briefings, memorandums, interim letters, congressional reports, programmatic material, and other organizational artifacts used to assist the OSBP Director and Associate Directors in the management and oversight of their portfolio of programs.
• Assist senior leadership with the coordination of the workflow for all official correspondences, legislative actions, briefings, memorandums, interim letters, congressional reports, programmatic material, and other organizational artifacts.
• Manage the delivery and receipt of administrative packages from other government offices, assisting in the determination of organizational actions, and processing and routing of correspondence to appropriate action officers.
• Provide content analysis for classified and unclassified correspondence addressed to the White House, the Secretary of Defense, the Deputy Secretary of Defense, Members of Congress, and members of the general public.
• Ensure that senior leadership and team members are in compliance with the DOD Manual for Written Materials by reviewing, editing, proofreading and assisting others to write accurately on Defense policy matters, ensuring correspondence written for OSD senior leader approval is error free, timely, prepared with critical thinking, written clearly and concisely.
• Interpret the requirements for DOD writing styles, clarity, language, accuracy in spelling, grammar, assembly, standardizations, compliance, proper signature, and preferred usage within departmental standards to senior leadership and team members.
• Manage and control the process of general correspondence, congressional correspondence, White House correspondence, and internal DOD correspondence.
• Access and maintain the CHARRTs database used to receive and transmit congressional reporting requirements, and other formal tasks.
• Produce metrics data for status reporting to support senior leadership with decision making.
• Conduct quality assurance checks to ensure accuracy and completeness of tasks and correspondences.
• Identify and implement process improvements to increase efficiency and effectiveness of workflows related to legislative affairs and congressional affairs.
• Manage the overall OSBP process for correspondence management to include:
  • Receipt and Initial Review: Log correspondence packages into the system of record when received and assign to an appropriate staff member for initial review for completeness and accuracy, including ensuring that all required signatures and attachments are included.

  • Processing: Ensure the correspondence package is forwarded to the appropriate office or staff member for processing and may involve drafting a response, forwarding the package to another office for review or coordination, or taking other appropriate actions.

  • Coordination: If required, coordinate with other offices or agencies and work with the appropriate parties to gather input and ensure that all relevant issues are addressed.

  • Approval: Coordinate with senior leadership and designate approver for final approval.

  • Response: Draft responses when necessary after correspondence package approval to include additional information or guidance, as appropriate.

  • Filing and Tracking: File correspondence package and any associated documents in the system of records and track to ensure that all required actions have been completed and that the correspondence is properly archived.

• Act as point of contact for new hires, awards, and other personnel needs for office support.

Qualifications:

• Bachelor's degree in a relevant field such as Political Science, Public Administration, or Communications.
• Minimum of 3 years of relevant work experience in legislative affairs, congressional affairs, or a related field working in an administrative, operational, or action officer type capacity.
• Knowledge of DOD coordination protocols, processes, and correspondence systems such as CATMS; CHARRTS database desirable.
• Excellent communication skills, both oral and written.
• Strong organizational skills and attention to detail.
• Ability to manage competing priorities and deadlines.
• Ability to work collaboratively with internal and external stakeholders.
• Strong problem-solving and critical thinking skills.
• Ability to maintain strict confidentiality and comply with regulations and policies.
• Knowledge of legislative and congressional processes preferred.
• U.S. Citizenship and eligibility for a security clearance.

Working Conditions:

The Correspondence Coordinator will work in an office environment at least 2 days a week either in the DOD Crystal City or Alington offices. The position may require occasional evening and weekend work to meet congressional requests and project deadlines. The Correspondence Coordinator must adhere to DoD security protocols and comply with all regulations and policies governing the handling of sensitive information.

Why Join Eccalon?

Eccalon provides global solutions to the most challenging technological issues of the 21st-century, and our evolving portfolio spans five major markets: Defense, Aerospace, Intelligence, Professional Sports, and Health & Life Sciences. Visit our website here.

Eccalon's Executives foster a supportive work environment allowing our teams to thrive, and have a fierce dedication to innovation, security, and people. Our culture is built on inclusion, teamwork, trust, and we are committed in offering career advancement opportunities to all employees. Encouraging a healthy and balanced life, we offer an extensive benefits package to support the wellness of our employees and their families. You will be joining a team of innovators, working with cutting edge technologies, supporting mission critical projects, and creating an impact.

Apply today to advance your career!