The incumbent maintains confidentiality on all matters. Duties listed below are at a GS-12 level.
Correspondence Process Management 65%
Executes suspense management and document control procedures. Analyzes correspondence procedures for efficiency, effectiveness, and adherence to current policy.
The incumbent establishes and maintains standard operating procedures for handling correspondence for the AOC. Functions as the official point of contact for correspondence management records and the correspondence management records system.
Assists staff and action officers in preparing clear, accurate and concisely written documents representing major management issues.
Assesses if technical matters can be clearly understood and determines if findings support the recommendations and the overall conclusions of the document. Maintains broad knowledge of graphics and ensures proper presentation of graphics in the correspondence and/or report. Makes sure documents are suitable in terms of coverage, balance, method of expression and presentation and adheres to document objectives.
Reviews the content, organization and the presentation of final documents and discusses changes using diplomatic skills to resolve all disputed areas.
Evaluates and reviews correspondence presented and based on the analysis of content and knowledge of functions throughout the organization, assigns actions to the appropriate staff element with specific direction concerning the type of response, level of signature authority and requirements for coordination with other staff elements.
Establishes and maintains a professional rapport with senior level managers and the Architect of the Capitol executive officers and administrators in managing suspense actions. The incumbent responds to all inquiries pertaining to the status of suspense actions, completes all close-out actions and ensures the point of contact receives the completed action.
Responsible for preparation, control, and management of written correspondence.
The incumbent reviews policy and program content of incoming documents; assigns request to the appropriate staff with deadlines; reviews and approves final documents prepared by staff for signature and transmission to ensure adherence to statutory mandates and policy, program and procedural requirements.
Develops, interprets, and implements guidelines on the preparation and processing of controlled correspondence records; updates and maintains a standard correspondence procedures manual; develops and maintains guidance for internal procedures specific to correspondence records; incorporates changes resulting from new requirements or internal changes in procedures; trains staff on correspondence records procedures; informs staff of changes.
Designs, implements, and maintains a structured mechanism to monitor all action correspondence to ensure its timely execution.
Customer Service 20%
Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to a staff member who can provide assistance.
The incumbent evaluates office procedures consisting of numerous functions at varying levels of difficulty. The incumbent recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations.
Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in related meetings to ensure that pending issues are addressed by the appropriate personnel.
Ensures that confidential records and personally identifiable information (PII) are protected in accordance with AOC requirements and public law. Maintains strict confidentiality on matters of management and issues affecting individual employees, including employee complaints or concerns and oversight agency inquiries.
Acts as backup capacity for Staff Assistants and Administrative Assistant when needed.
Administrative Management 15%
Assists staff with Web/TA time and attendance reporting, training, human capital issues, records management, and other administrative management tasks. In the absence of the Administrative Assistant, takes the lead on these efforts.
Communicates with the management team on the status of different work activities and efforts. Reports regularly on the progress of specific cases. Advises and recommends innovative approaches for avoiding and /or resolving problems and reducing conflicts.
Serves as the principal representative and contact for the jurisdiction at meetings dealing with issues and information in the area of expertise and program responsibility.
Delivers clear, effective communications and takes responsibility for understanding each audience.
Participates in the Emergency Operations Center activities and other emergency preparedness exercises.
Starting at $68,405 Per Year (GS 09-12)
