Administrative Litigation Support Specialist - Hearing Office

GAP SOLUTIONS INC; Arlington (VA); On-site; USD 65,000 - 90,000; Full time

Job summary

GAP Solutions INC in the United States seeks a Hearing Office Administrative Litigation Support Specialist to perform fast-paced clerical and litigation support for the DOHA Hearing Office. The role involves drafting notices, case filing, and coordinating hearings with judges, attorneys, and appellants.

You will handle case tracking, VTC setup, and 508-compliant document preparation while safeguarding PII under FOIA/Privacy Act rules.

Qualifications

• Top Secret clearance required.
• Bachelor's Degree and two years of relevant admin/litigation experience.
• Associate’s degree with four years of experience acceptable.
• Six years of relevant experience with a High School diploma accepted.

Responsibilities

• Process and file 35–150 case files monthly into the DOHA system.
• Prepare notices of hearings and coordinate scheduling with applicants.
• Set up VTC/remote hearings and troubleshoot video issues.
• Prepare final decisions and redacted records for Hearing Office records.
• Ensure 508 compliance for electronically published documents.

Skills

Litigation Support

Top Secret clearance

MS Office

Adobe Acrobat

PII Handling

DoD Regulations

Education

Bachelor's Degree

Associate's Degree

High School Diploma

Tools

DISS

DOHA Case Tracking System

Teams

VTC setup

Adobe Acrobat Pro

Job description

Position Objective: Perform complex day-to-day administrative and litigation support activities in support of customer’s Hearing Office Division. Individual(s) must be able to work independently, receiving a minimum of detailed guidance, to complete tasks that include, but are not limited to, archiving, retrieval, database inputs, report generation, and other work with both classified and unclassified case files. In addition, individuals will be expected to research, locate, and deliver requested cases to Administrative Judges, Attorneys, and adjudicators.Duties and ResponsibilitiesDemonstrate knowledge, understanding, and mastery of content of the English language including the meaning and spelling of words, rules of composition, and grammar.Apply detailed knowledge, understanding and mastery of the personnel security administrative litigation process under DoD Directive 5220.6 and other applicable security clearance regulations and the safeguarding and handling for PII and other highly sensitive information in accordance with the Freedom of Information and Privacy Acts.Analyze, recommend and take appropriate actions to resolve requests related to the Freedom of Information and Privacy Act and the rules governing the release of official government information to the general public for both classified and unclassified information.Hearing Office Support Services:In-process new cases by preparing 35 - 150 case files per month and entering the information into the DOHA Hearing Office Case Tracking System. Cases consist of ISCR/ADP clearance cases, military and civilian clearance cases, cases heard under HSPD12, TRICARE appeals, and Special Education Due Process hearings.Assist all Judges at all stages of the due process hearing or written record case; will produce error free work to include:Issue notices of hearings and contact applicants and appellants about scheduling and access;Search and reserve courtrooms or hearing rooms throughout the CONUS for DOHA hearing location;Set up VTC or online video (e.g. Teams, etc.) for remote hearing and troubleshoot VTC /online video problems;Perform Case Tracking System database management;Prepare final decisions for issuance; forward decisions with appropriate correspondence to the parties; prepare case file and redacted decisions for Hearing Office records; andPrepare error-free electronic decisions that are Section 508 compliant for publication.Hearing Office Administrative Litigation Support Specialists will handle sensitive information and personally identifiable information within established regulations and procedures and will take precautions to ensure the DOHA Hearing Office does not mishandle sensitive information and personally identifiable information. Work requires knowledge of policies and procedures relating to industrial personnel security cases, as well as the ability to manage a large case load of ISCR, ADP, personal appearance, HSPD 12, TRICARE, and Special Education Due Process hearing cases and other work and deploy resources to accomplish the mission in the quickest and most efficient manner possible.Hearing Office case support includes, but is not limited to, litigation support, document preparation and organization, document filing, mailing, and making appropriate entries to the case tracking system. All of this must be done with experience in, and mastery of, the Freedom of Information and Privacy Acts, the personnel security administrative litigation process under DoD Directive 5220.6 and other applicable security clearance and administrative process regulations and the safeguarding and handling for PII and other highly sensitive information and in compliance with Section 508.Receive reports for adjudication and record cases in the appropriate computer databases, utilizing the Defense Information System for Security (DISS), and the specific DOHA web-based case tracking system.Read and analyze reports for adjudication to determine whether scope of investigation meets specific DOHA investigative standards; prepare memoranda of findings and correspondence in accordance with DOHA processes, and make appropriate entries into databases, utilizing DISS and the specific DOHA web-based case tracking system.Respond verbally or in writing, as appropriate, with detailed information and understanding of DOHA case procedures, to written correspondence, email, and telephonic inquiries concerning status of cases. Ensure all responses are in accordance with security and privacy requirements. Must be familiar with and have the ability to utilize DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program.Anticipate and meet the needs of individual Due Process Applicants/Appellees and DOHA Division leadership and attorneys independent of Government supervision.Ensure all work products clearly demonstrate a clear understanding of the Hearing Office’s contribution to the overall customer mission and clearly articulate understanding of general security administration and all applicable guidelines, regulations and directives.Perform analysis of case files to determine completeness; initiate correspondence for government signature; perform error-free work; track and perform follow-up action to ensure case completeness prior to submission of any case; handle sensitive information, credit reports, derogatory information and other personally identifiable information with no errors.Summarize case documentation/files and manage related filing, mailing, and tracking in applicable case-tracking system(s).Develop and deliver responses, verbally or in writing, as appropriate, with detailed information and understanding of Agency case procedures, to written correspondence, email, and telephonic inquiries concerning status of cases.Resolve inquiries from due process applicants and appellants, providing detailed information Deliver flawless reports, correspondence and other work products take appropriate actions without error in judgment or action to avoid risk and negative impact to mission operations and severe impact on national security.Exercise judgment and perform work independently with limited guidance and review by senior government staff.Independently identify potential problems and issues impacting the organization and proactively make recommendations to resolve.Interpret and apply agency requirements to protect deliberative process and adhere to Privacy Act requirements to ensure all responses maintain national security posture.Other miscellaneous administrative, clerical, and records/case file management duties of a like type within this scope as required.Basic Qualifications:Top Secret personnel security clearanceBachelor’s Degree and two years of relevant administrative/litigation experienceRelevant experience may be substituted for education: Associate’s Degree and four years of relevant experience, or, High School Diploma and six years of relevant experience supporting program analysis activitiesPreferred Qualifications:Be familiar with or have the ability to utilize DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program.Ability to communicate effectively in verbal and written communication.Ability to safeguard and handle PII and other highly sensitive informationProficiency with MS Office Suite and Adobe Acrobat ProfessionalAbility to work independently and troubleshoot problems with minimal guidanceAbility to consistently produce error-free workTwo or more years of previous litigation support or legal clerical experience is preferredPrevious knowledge and application of the Freedom of Information and Privacy Acts is preferredPrevious experience with Section 508 compliance for public posting of documents is preferredMust be able to pass company and Agency security and background check process.*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at [e-mail]. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.