Correspondence Manager - Sr

ORBIS Inc.; Washington (District of Columbia); On-site; USD 120,000 - 150,000; Full time

Job summary

NAVSEA is seeking a seasoned Correspondence Manager to serve as the primary point of contact for incoming and outgoing tasking deliverables and correspondence within the Office of Military Programs. You will review, prioritize, and route taskings, track workflow in ETMS2, and coordinate with Front Office and other agencies to ensure timely responses.

This role requires 10 years of DON correspondence experience, U.S. citizenship, and a Secret security clearance.

Qualifications

• Must have 10 years of experience.
• U.S. citizen with a Secret security clearance.
• Direct experience handling DON correspondence.
• Ability to work independently and under direction.
• Strong written and verbal communication skills.

Responsibilities

• Serve as a main point of contact for all incoming and outgoing tasking deliverables and correspondence.
• Review, analyze, and prioritize all incoming tasking deliverables and correspondence.
• Distribute and manage tasking and follow-up to ensure timely responses to the Front Office and other departments.
• Track tasking deliverables and correspondence.
• Manage the ETMS2 task workload, tracking high visibility tasks and ensuring tasks are properly captured, routed and tracked to completion with proper follow-up as required.
• Identify emerging policy or procedural problems and other pertinent issues of importance to effectively communicate with internal and external stakeholders.
• Serve as the liaison for the Executive Secretariat of the Department and aid in developing methods and procedures to improve the quality and timeliness of documents reviewed by the Front Office.
• Serve as the knowledgeable point of contact in collaborating and coordinating correspondence responses.
• Collaborate with various Government agencies as the critical first point of receipt, review, assignment, and control of correspondence and other written communications and action items from, to, or through the Front Office.
• Assist the Government in identifying and focusing on high priority taskers.
• Extract reports from the executive dashboard to analyze correspondence throughput and develop process improvements based on findings. Also provide executive summary to senior executives regarding high-level task status across the NAVSEA enterprise.
• Assist NAVSEA activities with managing formal tasks to completion, having knowledge of the NAVSEA chain of command and general operations. Must possess the ability to communicate up and down the chain of command.

Skills

Interpersonal skills

Information management

Stakeholder engagement

Written and verbal communication

DON Correspondence experience

Multi-project management

Team collaboration

Security clearance

Tools

ETMS2

Job description

Job Description: Correspondence Manager

• Naval Sea Systems Command (NAVSEA) is the Department of Navy's (DON) central activity for designing, engineering, integrating, building, and procuring U.S. Naval ships, shipboard weapons, and combat systems. NAVSEA's responsibilities also include the maintenance, repair, modernization, and conversion of in-service ships and their weapons and combat systems.
• The Office of Military Programs' (SEA 00Z) mission is to manage the overall planning, direction, administration and execution of all functions relating to military matters and civilian and military correspondence for NAVSEA Headquarters and Enterprise personnel. Primary functions include Career Counseling, Enlisted Manning/Manpower, Naval Correspondence, Military Pay and Personnel, Military Awards, and Officer Manning/Manpower.
• Currently, the Department of Navy (DON) uses the Enterprise Task Management Solution System (ETMS2), the mandated software solution that automates and streamlines task management and document routing processes across the Department of Defense.

Duties include:

• Serve as a main point of contact for all incoming and outgoing tasking deliverable and correspondence.
• Review, analyze, and prioritize all incoming tasking deliverables and correspondence.
• Distribute and manage tasking and follow-up to ensure timely responses to the Front Office and other departments.
• Track tasking deliverables and correspondence.
• Manage the ETMS2 task workload, tracking high visibility tasks and ensuring tasks are properly captured, routed and tracked to completion with proper follow-up as required.
• Identify emerging policy or procedural problems and other pertinent issues of importance to effectively communicate with internal and external stakeholders.
• Serve as the liaison for the Executive Secretariat of the Department and aid in developing methods and procedures to improve the quality and timeliness of documents reviewed by the Front Office.
• Serve as the knowledgeable point of contact in collaborating and coordinating correspondence responses.
• Collaborate with various Government agencies as the critical first point of receipt, review, assignment, and control of correspondence and other written communications and action items from, to, or through the Front Office.
• Assist the Government in identifying and focusing on high priority taskers. This includes Congressional inquiries, the Office of the Secretary of the Navy, and/or the Office of the Chief of Naval Operations' taskers that demand flag/Senior Executive Service level attention.
• Extract reports from the executive dashboard to analyze correspondence throughput and develop process improvements based on findings. Also provide executive summary to senior executives regarding high-level task status across the NAVSEA enterprise.
• Assist NAVSEA activities with managing formal tasks to completion, having knowledge of the NAVSEA chain of command and general operations. Must possess the ability to communicate up and down the chain of command. Also ensure NAVSEA coordination occurs for tasks to be executed in a timely manner (ideally as required in the tasker) by helping action officers understand task requests. Additionally, as needed at certain levels, support the creation of key response artifacts by collecting and organizing documents as necessary to ensure completeness and consistency in responses across the enterprise.

Required Skills and Experiences:

• Possess advances, effective interpersonal skills.
• Possess the ability to manage and organize information.
• Possess organizational awareness to engage appropriate stakeholders.
• Possess intermediate to advanced correspondence technical skills.
• Must have direct experience handling DON Correspondence.
• Must be independent, highly organized and able to work on multiple projects with competing deadlines at the same time.
• Must be resourceful, take initiative, and be able to execute high-quality, high-visibility products in accordance with deadlines.
• Must have excellent written and verbal communication skills, using correct spelling and grammar.
• Must possess the ability to work under direction and independently, be self-motivated, and results oriented.
• Must be a team player able to work with government and contractor technical and administrative teams and possess strong customer service skills.
• Must have 10 years of experience.
• Must be a U.S. citizen.
• A secret security clearance