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Summary This position is located in the Architect of the Capitol (AOC), Office of the Chief of Staff and serves as the Correspondence Management Specialist for the Chief of Staff with the responsibility to ensure all AOC correspondence is formatted correctly, controlled, timely, and reflects the policies of the AOC. The incumbent will apply research skills, analytical techniques, and sound judgment in developing a wide range of materials covering diversified and complex subjects. Responsibilities The incumbent maintains confidentiality on all matters. Duties listed below are at a GS-12 level. Correspondence Process Management 65% Executes suspense management and document control procedures. Analyzes correspondence procedures for efficiency, effectiveness, and adherence to current policy. The incumbent establishes and maintains standard operating procedures for handling correspondence for the AOC. Functions as the official point of contact for correspondence management records and the correspondence management records system. Assists staff and action officers in preparing clear, accurate and concisely written documents representing major management issues. Assesses if technical matters can be clearly understood and determines if findings support the recommendations and the overall conclusions of the document. Maintains broad knowledge of graphics and ensures proper presentation of graphics in the correspondence and/or report. Makes sure documents are suitable in terms of coverage, balance, method of expression and presentation and adheres to document objectives. Reviews the content, organization and the presentation of final documents and discusses changes using diplomatic skills to resolve all disputed areas. Evaluates and reviews correspondence presented and based on the analysis of content and knowledge of functions throughout the organization, assigns actions to the appropriate staff element with specific direction concerning the type of response, level of signature authority and requirements for coordination with other staff elements. Establishes and maintains a professional rapport with senior level managers and the Architect of the Capitol executive officers and administrators in managing suspense actions. The incumbent responds to all inquiries pertaining to the status of suspense actions, completes all close-out actions and ensures the point of contact receives the completed action. Responsible for preparation, control, and management of written correspondence. The incumbent reviews policy and program content of incoming documents; assigns request to the appropriate staff with deadlines; reviews and approves final documents prepared by staff for signature and transmission to ensure adherence to statutory mandates and policy, program and procedural requirements. Develops, interprets, and implements guidelines on the preparation and processing of controlled correspondence records; updates and maintains a standard correspondence procedures manual; develops and maintains guidance for internal procedures specific to correspondence records; incorporates changes resulting from new requirements or internal changes in procedures; trains staff on correspondence records procedures; informs staff of changes. Designs, implements, and maintains a structured mechanism to monitor all action correspondence to ensure its timely execution. Customer Service 20% Receives visitors and incoming telephone calls. Responds to inquiries or directs the caller to a staff member who can provide assistance. The incumbent evaluates office procedures consisting of numerous functions at varying levels of difficulty. The incumbent recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations. Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in related meetings to ensure that pending issues are addressed by the appropriate personnel. Ensures that confidential records and personally identifiable information (PII) are protected in accordance with AOC requirements and public law. Maintains strict confidentiality on matters of management and issues affecting individual employees, including employee complaints or concerns and oversight agency inquiries. Acts as backup capacity for Staff Assistants and Administrative Assistant when needed. Administrative Management 15% Assists staff with Web/TA time and attendance reporting, training, human capital issues, records management, and other administrative management tasks. In the absence of the Administrative Assistant, takes the lead on these efforts. Communicates with the management team on the status of different work activities and efforts. Reports regularly on the progress of specific cases. Advises and recommends innovative approaches for avoiding and /or resolving problems and reducing conflicts. Serves as the principal representative and contact for the jurisdiction at meetings dealing with issues and information in the area of expertise and program responsibility. Delivers clear, effective communications and takes responsibility for understanding each audience. Participates in the Emergency Operations Center activities and other emergency preparedness exercises. Requirements Conditions of Employment You must be a U.S. Citizen. Your resume and question responses must demonstrate the job-related KSAs. You must meet the definition of specialized experience. Ability to develop AOC's unique requirements for information tracking systems and work with the Information Technology Division to make changes/updates to the system. Ability to provide quality control over the full spectrum of AOC documentation that requires the signature and approval. Highly skilled in oral communications and writing techniques to represent the views of the AOC to participate in management and program matters in meetings or work groups. Skilled in effectively developing and evaluating materials concerning the management process. Skilled in applying a variety of analytical techniques to evaluate complex data and develop appropriate responses and/or recommendations for consideration. Qualifications You must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position. You must meet all eligibility and qualifications requirements by the closing date of the job announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on the OPM web site at http://www.opm.gov/qualifications. Candidates for the GS-09 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-08 grade level in the Federal service. Candidates for the GS-11 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-09 grade level in the Federal service. Candidates for the GS-12 grade level must have at least 52 weeks of specialized experience equivalent to the next lower GS-11 grade level in the Federal service. Specialized experience is an experience that has equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Specialized experience is defined as having experience in the following: Ability to adhere to an expectation of complete confidentiality on all business matters. Knowledge of and skill in applying the principles, methods, practices, and techniques of information tracking systems. Able to provide quality control over documentation that requires the signature, approval, or awareness to Executive Leadership. Skilled in researching, verifying, and organizing complex regulatory or programmatic information into concise responses, and analytical and evaluative skills to recommend courses of action for key issues. Skilled in establishing and maintaining effective working relationships with other executive administrative staff, senior staff, and managers to gain cooperation and communicate recommendations and advice effectively and persuasively. Education . Additional Information Welcome Veterans. The Veterans Employment Opportunities Act of 1998 (VEOA) gives veterans' preference rights in the legislative branch to certain veterans as applied by the Congressional Accountability Act. Veterans' preference is applied on this vacancy announcement. If you are a veteran and have been separated under honorable conditions, you must submit a copy of your DD-214 or other proof of eligibility; SF-15, if applicable; and Department of Veterans Affairs documentation of disability, if applicable. For more information, please visit http://www.opm.gov/veterans/html/vetguide.asp#6. If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System. If you are exempt from registration under Selective Service Law, you must provide appropriate proof of exemption. Please visit the Selective Service System website for more information. DRUG TESTING: The Architect of the Capitol (AOC) is a Drug Free Workplace. As part of the AOC’s suitability assessment, a candidate tentatively selected for a position who is not currently an AOC employee is required to submit to screening for illegal drug use. Satisfactory completion of a drug test is a condition of employment with the Agency. A candidate must test negative prior to being eligible for appointment into a position. We will schedule, provide and cover the cost for the drug test. The selectee(s) under the vacancy announcement for this position is subject to a criminal record check by the U.S. Capitol Police and satisfactory adjudication to be eligible for employment at the Architect of the Capitol. The Architect of the Capitol is an E-VERIFY Participant. E-VERIFY is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration records to confirm employment authorization in the United States. If you are selected for this position, the documentation that you present for purposes of completing the DHS Form I-9 will be verified through the DHS "E-VERIFY" electronic system. For more information on E-Verify, please visit http://www.dhs.gov/files/programs/gc_1185221678150.shtm The Architect of the Capitol is an Equal Opportunity Employer and prohibits discrimination on the basis of race, color, sex, religion, age, national origin, sexual orientation, gender identity, genetic information and/or disability. This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the agency. The decision on granting reasonable accommodation will be made on a case-by-case basis. Moving expenses are not authorized. Relocation expenses are not authorized. Probationary Period - A newly appointed selectee is subject to the completion of a one-year trial/probationary period, regardless of whether or not a trial/probationary period has been completed previously with the Architect of the Capitol or another Federal agency. All application materials become the property of the Architect of the Capitol.