Correspondence Analyst

Washington, D.C
Sep 16, 2021
Sep 24, 2021
Full Time


This assignment is a 1-year non-reimbursable assignment.

This assignment is with the Department of Homeland Security, Headquarters, Office of the Under Secretary for Management, Management Executive Secretariat. This position is offered beginning in October/November 2021 and is in the Immediate Office of the Under Secretary for Management (IOUSM) as a Correspondence Analyst on the Management Executive Secretariat (MGMT ExecSec) Team.
Learn more about this agency


The MGMT ExecSec Office receives all manner of information inquiries and correspondence from many audiences to include the White House/OMB, Congress, government agencies, the DHS Secretary, DHS Components, and MGMT offices. We are charged with ensuring the quality and appropriate coordination and clearance of correspondence and materials submitted to or by IOUSM, and in support of the Secretary's Office. Responsibilities include:
- Tasking, tracking, editing, monitoring, reviewing/analyzing, and routing actions as required to consistently deliver correspondence products and information on-time, with appropriate follow up, proper grammar and plain language, correct formatting, consistent messaging, and proper review and clearance processes followed.

- Provide all required administrative and operational support in the preparation of correspondence and briefing materials. Coordinate and prepare requests for the collection of additional information as required.

- Screen, evaluate, consolidate, and analyze a large quantity of information from various sources and advise management of any developments requiring immediate action.

- Responsible for disseminating, recording, and properly storing completed and finalized products per NARA requirements and office procedures.- Develop and maintain coordination and liaison with counterparts, colleagues, and senior leadership throughout DHS.

- Prepare written correspondence and other documentation. Draft or prepare a variety of documents to include responses to routine inquiries, reports, letters, and other related documents.- Performs other related duties as assigned.

Previous ExecSec experience preferred.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • Must be a current permanent Federal employee
  • Must have supervisory approval to apply to the Joint Duty Assignment. DHS 250-2 Application Form under "required documents" section.
  • Must NOT have any pending/outstanding disciplinary actions
  • Must have achieved a minimum of "meet expectations/proficiency" on latest performance appraisal/evaluation
  • Must be currently at or above the grade level of the detail. *No Temporary Promotion Opportunity*
  • The program does not apply to members of the Military service or contractors.


Qualifications required:
  • Team work: Inspires and fosters team commitment, spirit, pride, and trust. Facilitates cooperation to accomplish group goals. Demonstrates ability to coordinate across diverse groups.
  • Communication and technical competency: Have knowledge of records management requirements. Writing and editing experience, to include knowledge of Federal Government's Government Printing Office (GPO) Style Manual or other style manuals, grammar and punctuation, plain writing, and vocabulary. Skilled oral communication. Experienced with Microsoft Office tools (especially Word, Excel, SharePoint, and Teams). Some experience with online tasking/tracking tools.
  • Customer service: Anticipates and meets the needs of both internal and external customers. Delivers high-quality products and services; is committed to continuous improvement.
  • Problem solving and accountability: Highly developed critical thinking and problem-solving skills; able to interpret and analyze information from multiple sources to determine actions required. Identifies issues and offers solutions. Holds self accountable for measurable high-quality, timely, and effective results. Determines objectives and sets priorities. Accepts responsibility for mistakes. Complies with established processes and rules.
  • Flexibility: Understands the environment of a Senior leadership office and the level of support required. Is open to change and new information; rapidly adapts behavior to new information, changing conditions, or unexpected obstacles. Does the necessary due diligence/research to find the answers needed.
  • Interpersonal skills: Treats others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations. Able to gain cooperation from others through tact, courtesy, and diplomacy. Ability to work in a fast-paced and dynamic environment and prioritize appropriately.
  • Strategic thinking: Thinks ahead to identify potential needs and takes initiative to plan accordingly. Working knowledge of DHS structure, processes, and policies.
  • Leadership: Motivated self-starter able to recognize and identify priority items, and through example, motivate team members to work toward the common goals. Ability to communicate effectively (verbal and written) with senior leadership and stakeholders.

  • Please read the following important information to ensure we have everything we need to consider your application:
    It is your responsibility to ensure that you submit appropriate documentation prior to the closing date. Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant experience as it relates to this Joint Duty assignment opportunity announcement.

    Be clear and specific when describing your work history since human resources cannot make assumptions regarding your experience. Your application will be rated based on your resume.

    Please ensure EACH work history includes ALL of the following information:
  • Job Title (Include series and grade of Federal Job)
  • Duties (Be specific in describing your duties)
  • Name of Federal agency
  • Supervisor name, email, and phone number
  • Start and end dates including month and year (e.g. June 2007 to April 2008)

  • Education

    EDUCATIONAL SUBSTITUTION: There is no educational substitution for this position.

    Additional information

    **DHS does not offer any additional benefits beyond that which the Federal employee is already receiving.

    If the position requires a security clearance, employees must have a SECRET or TOP SECRET clearance to placement AND must maintain that level of clearance while performing in the position.

    Selected applicants for a JDA are requested to fulfill the items below during the JDA:
  • Complete the DHS Training Course 15 days prior to the arrival to the JDA.
  • Complete the DHS Joint Duty Assignment Progress Plan to include:
    • Phase 1: Establish assignment objectives within the first 30 days of the JDA.
    • Phase 2: Complete a self-assessment of the duties performed at the mid-point of the JDA.
    • Phase 3: Complete a final review within the last 30 days of the JDA.
  • Complete 12 hours of professional development using Skillsoft courses, videos, and books in conjunction with the established assignment objectives for the JDA.
  • Attend each of the DHS Joint Duty Program Director's quarterly webinars (1 hour per quarter).

  • How You Will Be Evaluated

    You will be evaluated for this job based on how well you meet the qualifications above.

    We will review your resume and supporting documentation to ensure you meet the basic qualification requirements. If you meet the minimum qualifications, your experience, education, and training will be rated using a job questionnaire based on the competencies or knowledge, skills, and abilities needed to perform this Joint Duty Assignment.

    If you are among the best qualified, you may be referred to the hiring manager for consideration and may be called for an interview. After reviewing your resume and supporting documentation, a determination will be made. You must submit the supporting documents listed under the required documents section of this announcement.

    Note: DHS continues to take necessary steps to keep our workforce safe amid the COVID-19 pandemic. If you receive a final Joint Duty Assignment offer to onboard, please complete the onboarding requirements and/or forms and submit them electronically in an expeditious manner. Your start date may be delayed if the action above is not completed.

    Background checks and security clearance

    Security clearance

    Drug test required

    Required Documents

    1. Resume: Do not include any personally identifiable information (PII) i.e., home address, social security number, or date of birth. Your resume must clearly demonstrate you have experience which meets the requirements of this position as outlined in the "Qualifications" section.

    2. SF-50: Submit a copy of your official SF-50 (no text version) or other official "Notification of Personnel Action" document which shows the following information:
  • Your appointment in the Federal service
  • Tenure
  • Grade and Step
  • Full performance level
  • If your SF-50(s) does not provide the information needed to make a final determination for qualification, you will be found ineligible for the position.

    3. DHS Joint Duty Assignment Application Form signed by your supervisor. Please click on the following link to access the required form DHS Form 250-02 .

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