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Arlo Solutions · 2 days ago

(631) Correspondence Management Analyst

Crystal City, VA

Full-time

Onsite

Mid, Senior Level

3+ years exp

Arlo Solutions is an information technology consulting services company that specializes in delivering technology solutions. The Correspondence Management Analyst oversees the full lifecycle of incoming and outgoing correspondence, ensuring accurate intake, analysis, routing, tracking, quality control, and timely responses.

Cyber SecurityInformation TechnologyManagement Consulting

Growth Opportunities

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Provide comprehensive correspondence management services supporting the intake, processing, tracking, coordination, and distribution of internal and external communications

Execute, facilitate, manage, and analyze administrative and operational programs, policies, procedures, and platforms in compliance with Federal, Departmental, and Agency regulations

Review the Agency’s correspondence and task management systems daily to maintain awareness of all requirements, suspense dates, and required actions

Proactively provide regular status updates on all correspondence requirements, eliminating the need for government personnel to seek updates

Demonstrate urgency for priority and time-sensitive correspondence, notifying OLDCC leadership of priority suspenses, potential delays, or obstacles that could impact deadlines

Receive, review, log, and process all incoming and outgoing correspondence, ensuring accuracy, completeness, and adherence to established guidelines

Assign tracking numbers, categorize correspondence, and ensure timely routing and distribution to appropriate internal and external stakeholders

Manage classified and sensitive correspondence in strict accordance with security and classification protocols

Log all incoming requirements and supporting documentation (e.g., references, templates, background materials) into the correspondence tracking system with accurate and timely data entry

Assign tasks to appropriate Action Officers based on content, priority, and deadlines, ensuring notifications and task details are communicated within one business day of receipt

Maintain version control and up-to-date records for all correspondence actions

Continuously monitor correspondence through review and approval workflows, sending reminders, tracking suspense dates, and escalating issues as necessary

Identify delinquent or at-risk tasks and proactively notify appropriate Government personnel to allow timely corrective action

Track recurring assignments and provide advance notifications of upcoming requirements

Monitor, report, and brief agency leadership on the status of pending, completed, and overdue correspondence using the Agency’s official tracking system

Provide qualitative and quantitative inputs to monthly status reports, including correspondence metrics, trends, and performance risks

Maintain a running log of correspondence items impacted by defaults, obstacles, or significant issues and notify the COR of potential performance or schedule impacts

Conduct thorough quality reviews of all correspondence packages prior to release to ensure accuracy, completeness, coordination, and compliance with DoD and Agency formatting, style, grammar, spelling, and classification standards

Demonstrate professional knowledge of applicable DoD correspondence and writing references

Coordinate with Action Officers to return correspondence packages requiring substantial revisions and ensure all required updates are completed

Perform proofreading and editorial corrections to deliver high-quality final products

Ensure compliance with records management policies, Freedom of Information Act (FOIA) requirements, and security classification guidelines

Support the Records Manager in maintaining organized, auditable correspondence files in accordance with DoD records management policies

Ensure proper retention, retrieval, and disposition of correspondence records per regulatory requirements

Provide documentation and support for audits, inspections, and reviews

Serve as the primary liaison coordinating correspondence actions with internal offices, agency leadership, and external partners

Ensure alignment with agency policies, messaging, and leadership intent

Support OLDCC leadership with correspondence-related briefings, presentations, and responses to inquiries regarding correspondence policies and procedures

Utilize DoD-approved correspondence and task management systems for document processing, tracking, and reporting

Identify inefficiencies, risks, and improvement opportunities within correspondence workflows and recommend or implement process enhancements

Provide training, guidance, and quarterly process reviews for agency staff on correspondence handling procedures as required

Qualification

Correspondence managementDoD regulations complianceTask management systemsRecords management policiesQuality controlAttention to detailOrganizational skillsWritten communicationVerbal communication

Required

Bachelor's degree in business administration, Public Administration, Communications, Management, English, or a related field from an accredited institution

Minimum of 3–5 years of progressively responsible experience in correspondence management, administrative operations, or a related role within a Federal and/or Department of Defense (DoD) environment

Demonstrated experience managing the full lifecycle of correspondence, including intake, analysis, tracking, suspense management, routing, quality control, and final release

Strong working knowledge of DoD correspondence standards, formatting requirements, records management policies, and security classification protocols

Experience utilizing correspondence and task management systems to track requirements, deadlines, and approvals

Proven ability to proactively monitor suspense dates, identify risks or delays, and escalate issues to leadership in a timely manner

Exceptional attention to detail, organizational skills, and ability to manage multiple concurrent priorities in a fast-paced environment

Strong written and verbal communication skills, with the ability to coordinate effectively with Action Officers, leadership, and external stakeholders