Administrative & Correspondence Specialist

This position may be filled prior to the posted deadline. Interested candidates are encouraged to apply as soon as possible.

Koniag Professional Services, LLC a Koniag Government Services company, is seeking an Administrative and Correspondence specialist to support KPS and our government customer in Washington, DC. This position requires the candidate to be able to obtain a Public Trust.

Benefits include medical, dental, and vision insurance, 401(k) retirement plan, paid time off, paid parental leave, life and disability insurance, flexible spending accounts, commuter benefits and tuition reimbursement.

KPS a Koniag Government Services company, is seeking an experienced Program Analyst (Controlled Correspondence & Administrative Support) to support a federal contract in Washington DC. This role serves a dual mission: acting as the primary Controlled Correspondence Specialist to ensure all contract compliance requirements are met across the program, while also providing senior-level administrative support to Front Office operations. The ideal candidate is a detail-oriented, self-directed professional with deep knowledge of federal correspondence processes, government administrative operations, and the ability to manage sensitive, high-priority communications with the utmost discretion.

The Administrative & Correspondence Specialist will serve as the cornerstone of controlled correspondence program while providing essential administrative support to senior-level leadership and Front Office operations. The primary focus of this role is to own and manage the full lifecycle of all controlled correspondence, including eDOCS, Inspector General (IG), Government Accountability Office (GAO), Legislative and Regulatory Affairs (LRM), and Freedom of Information Act (FOIA) correspondence, ensuring that all program contract requirements are consistently and accurately met. In a secondary capacity, this individual will support senior administrative functions, provide guidance to on-site administrative staff, and serve as a reliable point of escalation for complex administrative issues.

Principal responsibilities will include but are not limited to:

Controlled Correspondence Management (Primary Focus):

• Manage the complete end-to-end lifecycle of all controlled correspondence requests, including eDOCS, IG, GAO, LRM, and FOIA submissions, from initial receipt through final resolution and archiving
• Route correspondence assignments to the appropriate program offices, track progress within internal systems, and secure Leadership concurrence prior to any external release
• Coordinate directly with external requestors to negotiate realistic and operationally sound response deadlines, mitigating disruptions to the Front Office's day-to-day mission
• Track all packages undergoing Executive Secretariat (ES) review and provide structured, timely progress updates to the relevant Federal points of contact
• Conduct research and prepare draft responses to correspondence requests in support of Federal staff and leadership, where feasible
• Prepare and submit all required quarterly IG/GAO reports utilizing the Departmental Audit Report Tracking System (DARTS), ensuring submissions are accurate, complete, and submitted on time
• Establish and continuously maintain indexed decision logs for all correspondence and records management actions, ensuring logs are current, legible, and organized to facilitate research and support follow-on decisions
• Archive all signed documentation and maintain a structured, organized catalog of files designated for controlled correspondence and IG/GAO reports
• Ensure full compliance with guidelines, procedures, and style manuals for all incoming and outgoing communications
• Handle all sensitive information - including Controlled Unclassified Information (CUI), Official Use Only (OUO), Confidential materials, and Personally Identifiable Information (PII) - in strict accordance with established protocols

Senior Administrative Support (Secondary Focus):

• Provide comprehensive daily administrative support to one or more senior-level managers or department heads.
• Support core administrative functions across Administration Management, Executive Administrative Functions, Executive Scheduling, and Executive Timekeeping Management
• Function as a first-level problem solver and escalation point for complex administrative issues encountered by administrative support staff
• Manage and coordinate workflow for on-site administrative staff, delegate tasks with appropriate prioritization, and conduct quality assurance reviews of administrative work products
• Mentor and guide lower-level administrative staff, fostering adherence to best practices and procedural standards
• Manage SharePoint site content, including SOPs, messaging, and visual updates
• Support Asset Management efforts for Senior and Executive Leadership
• Process requests for leadership speaking engagements and public events
• Develop and maintain Standard Operating Procedures (SOPs) for all functional administrative activities
• Coordinate with the HQ Security Officer regarding foreign national meetings and secured meeting room requirements

Education and Experience:

Required:

• Bachelor's degree in business, Organizational Communications, Political Science, Management, or a related field from an accredited college or university
• Advanced degrees may be substituted for years of required experience
• Minimum of 7 years of total professional experience
• At least 5 years of relevant federal government work experience
• Extensive experience providing senior-level administrative support to Senior Executive Service (SES)/GS-15 level and above
• Demonstrated experience managing controlled correspondence and federal compliance processes, including IG, GAO, LRM, and/or FOIA
• Demonstrated experience managing administrative staff and complex, multi-threaded workflows

Required Skills and Competencies:

• Expert-level proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), including the ability to draft documents and presentations for federal review and utilize Excel for data tracking and analysis
• Proficiency with DARTS (Departmental Audit Reporting & Tracking System) for IG/GAO quarterly reporting
• Experience with government correspondence systems, specifically eDOCS
• Experience with SharePoint site management, including content updates and SOP maintenance
• Comprehensive knowledge of administrative policies, procedures, and requirements
• In-depth understanding of IG, GAO, LRM, and FOIA correspondence processes and compliance requirements
• Knowledge of records management programs, federal compliance standards, and Enterprise Internal Controls requirements
• Strong ability to manage and maintain indexed decision logs and structured file archiving systems
• Demonstrated ability to handle CUI, OUO, Confidential, and PII materials in strict compliance with established federal security protocols
• Advanced written and verbal communication skills in English, with experience drafting and reviewing federal correspondence in accordance with Correspondence Style Guide
• Ability to interface professionally with Senior Executive Service officials, Federal points of contact, and external stakeholders
• Advanced organizational, prioritization, and time management skills with the ability to manage multiple concurrent high-priority workstreams
• Demonstrated ability to be self-directed, take initiative, and see projects through to completion
• Experience developing and maintaining SOPs for administrative and correspondence functions
• Ability to obtain and maintain a Public Trust Clearance
• U.S. citizenship required (or lawfully admitted permanent resident with appropriate immigration documentation)
• Must be able to pass an enhanced background investigation for PIV card issuance
• Understanding of visitor control procedures and classified/secure space requirements

Security Requirement:

• This position requires the candidate to be able to obtain a Public Trust.

Desired Skills and Competencies:

• Experience working directly within or in close support of federal agencies or a similar federal cabinet-level agency
• Experience supporting Senior Executive Service (SES)-level leadership in a high-tempo federal environment
• Knowledge of single sign-on (SSO) security concepts and classified information handling procedures
• Experience with federal asset management processes
• Familiarity with Agile or structured project management methodologies as applied to administrative program support
• Advanced experience with SharePoint administration and workflow automation
• Experience supporting leadership for public engagements, congressional interactions, or interagency coordination efforts

Our Equal Employment Opportunity Policy

The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, ethnicity, sex, sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), national origin or ancestry, age, disability, citizenship, military/veteran status, marital status, genetic information or any other characteristic protected by applicable federal, state, or local law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment.

The company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website, please get in touch with Heaven Wood via e-mail at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodations.

Koniag Government Services (KGS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions, Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag, we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward leaning technical, professional, and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers, employees, and native communities. For more information, please visit www.koniag-gs.com.

Equal Opportunity Employer/Veterans/Disabled. Shareholder Preference in accordance with Public Law 88-352