Administrative Litigation Support Specialist - Hearing Office

GAP Solutions, Inc.; Arlington (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

GAP Solutions, Inc. seeks an experienced Hearing Office Support Specialist to perform complex administrative and litigation support for the Hearing Office Division.

The role includes case file archiving, data entry in the DOHA tracking system, and preparation of decisions for adjudication. Responsibilities include scheduling hearings, coordinating with judges and appellants, setting up remote hearings, and ensuring compliance with FOIA, Privacy Act, and security regulations.

Qualifications

• Strong command of English grammar, spelling and composition.
• Knowledge of DoD Directive 5220.6 and safeguarding PII.
• Experience with FOIA/Privacy Act procedures and hearing logistics.

Responsibilities

• Process 35–150 case files monthly and input data into the DOHA Hearing Office Case Tracking System.
• Assist judges, attorneys, and appellants; issue hearing notices and coordinate scheduling.
• Set up VTC/online hearings and troubleshoot video connections.
• Prepare final decisions and ensure 508-compliant electronic publications.
• Handle sensitive information per regulations and maintain security/posture.

Skills

English proficiency

DOD security clearance process

Privacy Act knowledge

Case management

Tools

DISS

DOHA Case Tracking System

Teams

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 Responsibilities

• Demonstrate 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; and
• Prepare 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.