Correspondence Management Analyst

Akhiok-Kaguyak, Inc. / Sugpiat Family of Companies; Silver Spring (MD); On-site; USD 85,000 - 120,000; Full time

Job summary

Akhiok-Kaguyak, Inc. is seeking a Correspondence Management Analyst to oversee the full lifecycle of formal DoD agency correspondence, ensuring accuracy, staff assignments, and timely completion. The role acts as SME on DoD correspondence policies and formatting.

You will manage 50–75 new actions per month, coordinate with leadership, and drive quality control, tracking, and reporting to improve performance and compliance across the team.

Qualifications

• 5+ years of progressing experience in correspondence management or closely related functions.
• 3+ years of direct experience handling executive/agency correspondence lifecycle.
• Experience using CATMS or similar federal correspondence systems.
• Knowledge of DoD and federal correspondence policies and standards.
• Strong editorial and quality-control capabilities for formal documents.

Responsibilities

• Receive, review, log, assign, and track formal correspondence in the agency system.
• Serve as primary quality-control checkpoint for grammar, formatting and compliance.
• Route and monitor correspondence through staffing, review, and signature workflows.
• Prepare monthly metrics and facilitate weekly review meetings.

Skills

Attention to detail

Written & verbal communication

Editorial judgment

Task management

Education

Bachelor's degree in Business Administration

Public Administration

Management or related discipline

Tools

CATMS

Microsoft Word

Microsoft Outlook

Microsoft Excel

PowerPoint

Teams

Job description

The Correspondence Management Analyst provides full lifecycle management of formal agency correspondence from initial receipt and tasking through coordination, quality review, final signature, and closeout. The Analyst serves as the organization’s subject matter expert (SME) on applicable Department of Defense (DoD) and agency correspondence policies, procedures, and formatting requirements. The position manages approximately 50–75 new correspondence actions per month and ensures packages are accurate, compliant, properly staffed, and completed within established suspense dates.

CORRESPONDENCE MANAGEMENT ANALYST

Position Summary

The Correspondence Management Analyst provides full lifecycle management of formal agency correspondence from initial receipt and tasking through coordination, quality review, final signature, and closeout. The Analyst serves as the organization’s subject matter expert (SME) on applicable Department of Defense (DoD) and agency correspondence policies, procedures, and formatting requirements. The position manages approximately 50–75 new correspondence actions per month and ensures packages are accurate, compliant, properly staffed, and completed within established suspense dates.

Key Responsibilities

• Correspondence Intake & Tracking: Receive, review, log, assign, and track formal correspondence using the agency’s official system of record. Log new actions within two business hours; review taskings for clarity, realistic suspense dates, and required supporting documentation; and coordinate with Government leadership to resolve incomplete or ambiguous taskings.
• Editorial & Quality Control: Serve as the primary quality-control checkpoint. Review packages for grammar, spelling, punctuation, clarity, consistency, formatting, and compliance with the agency Correspondence Guide and applicable DoD standards. Return non-compliant packages with clear corrective guidance and prepare final, error-free signature copies.
• Workflow & Suspense Management: Manage correspondence through staffing, coordination, review, approval, and signature. Route packages electronically to required reviewers in the proper sequence, continuously monitor active actions, identify potential delays, and issue reminders to action officers approaching suspense dates.
• Reporting & Analysis: Prepare and facilitate up to ten weekly correspondence review meetings, including agendas and meeting summaries. Develop monthly performance metrics addressing package volume, average completion time, timeliness rates, overdue actions, and relevant workload or process trends.

Required Experience & Qualifications

• 5+ years of progressively responsible experience in correspondence management, executive/administrative support, task management, records management, or a closely related function, preferably supporting a DoD or other Federal Government organization.
• 3+ years of direct experience managing formal executive or agency correspondence through intake, staffing, coordination, quality control, approval, signature, and closeout.
• Demonstrated experience using CATMS or a comparable Federal correspondence/task management and tracking system.
• Working knowledge of DoD and Federal correspondence policies, standards, executive staffing processes, and records/document management practices.
• Demonstrated experience performing high-level editorial and quality-control reviews, including grammar, spelling, punctuation, formatting, consistency, and compliance with organizational standards.
• Experience managing multiple concurrent actions, suspense dates, reviewers, and approval workflows in a high-volume, deadline-driven environment.
• Experience developing correspondence metrics, status reports, meeting agendas, briefing materials, and management-level summaries.
• Advanced proficiency with Microsoft Word, Outlook, Excel, PowerPoint, and Teams.
• Exceptional written and verbal communication, organizational, analytical, attention-to-detail, and customer-service skills.
• Ability to independently coordinate with senior Government officials, action officers, program personnel, and organizational leadership.
• Active DoD security clearance or ability to obtain and maintain the clearance is required.

Preferred Qualifications

• Bachelor’s degree in Business Administration
• Public Administration
• Management, or related discipline
• Prior experience serving as a correspondence management SME, executive secretariat analyst, CATMS administrator/user, or senior task-management analyst within a DoD organization.

Physical Demands And Work Environment

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required, sometimes for extended periods, to walk, stand, or sit. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The employee is occasionally required to climb ladders or stairs; use hands to type, finger, handle, or feel; reach with hands and arms; balance, stoop, kneel, crouch, or crawl; and get in and out of vehicles. The employee must occasionally lift and/or move small or large objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. While performing the outdoor field duties of this job, the employee will also be exposed to outside weather conditions and other conditions such as loud noises, fumes, odors, dust, etc. This position may require travel. Note: This job description in no way states or implies that these are the only duties to be performed by the employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor. The statements herein are intended to describe the general nature and level of work being performed by the employee in this position. They are not to be constructed as an exhaustive list of responsibilities, duties, and skills required of a person in this position. Furthermore, they do not establish a contract for employment and are subject to change at the direction of Akhiok-Kaguyak, Inc.

Akhiok-Kaguyak, Inc is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, disability, or protected veteran status.

Akhiok-Kaguyak offers preference to qualified Akhiok-Kaguyak Native Corporation Shareholders and their descendants and spouses and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Public Law 100-241 and Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2003-2(i).