Correspondence Specialist

This position is located in the Executive Secretariat Staff (ESS), Office of the Director. Reports to IHS Headquarters at Rockville, MD.. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021). Major duties: Serves as Executive Secretariat Staff (ESS) primary focal point for Indian Health Service and external organizations for the verification, validation, and processing of incoming controlled documents. Provide document status; determination of appropriate format; interpretation of policies, procedures, standards; and prioritization of documents. Analyzes incoming documents and decides whether incoming materials require the ESS Director's attention or should be routed to the appropriate IHS/HHS official or component. Identifies the action to be taken, Keeps abreast of changes in correspondence protocol and procedures for meeting timeliness and quality demands, Provides quality control management of controlled documents agency-wide to ensure conformity with established policies and standards. Informs IHS clerical support staff about Executive Secretariat policies, procedures, and formats required for congressional and other highly specialized correspondence as prescribed by HHS and provides orientation to all new IHS employees on matters pertaining to the control and preparation of correspondence. Assists in the development of special policies and procedures which enhance the functions relative to the processing of internal controls and integrity constraints for the ESS and IHS-wide. Assist the Director, ESS, in the development and enforcement of all written communication standards that affect the signature of the Director, IHS. Prepares summary reports, and analyzes and interprets these reports for Director ESS, making recommendations for improvements in performance of controlled correspondence. Maintains close liaison with ESS counterparts in other HHS Operating/Staff divisions, and Office of the Secretary's Executive Secretariat to ensure timeliness and proper control of document coordination and correspondence requiring signature of officials organizationally above the Director, IHS. Manages, maintains, develops, and generates management reports regarding correspondence statistics and timeliness of responses. Reviews and analyzes documents to determine the nature, complexity, and extent of the reply, which necessitates researching published literature, precedent policies and document file, and assembling pertinent background for preparing a response. Independently prepares reply for select documents based on knowledge of subject matter involved and the information obtained from researching reference materials. Requirements: Selectee may be subject to a probationary period ESEP appointees typically serve a two year trial period U.S. Citizenship is required Selective Service Registration is required for males born after 12/31/1959 Confidential Financial Disclosure Form required. Successfully pass the E-Verify employment verification check. To learn more about E-Verify, including your rights and responsibilities, visit www.dhs.gov/E-Verify/. You will need to set up direct deposit so we can pay you. Background Investigation Requirement: This position requires the successful completion of a federal background investigation as a condition of employment. A background investigation is a standard process used by the Federal Government to verify an individual's identity, employment history, education, and other relevant information to determine suitability for Federal service. Upon receipt of instructions, applicants must complete all required background investigation forms within five (5) calendar days of issuance. Timely completion is critical to avoid delays in processing or a determination of unsuitability. Applicants are strongly encouraged to prioritize this requirement and to maintain regular communication with their assigned Personnel Security Specialist throughout the process. Financial Suitability Requirement: This position requires a review of the applicant's financial history as part of the personnel security and suitability determination. Applicants must demonstrate financial responsibility, maintain good standing with creditors, and satisfy all legal financial obligations prior to applying. Individuals with substantial delinquent or unresolved financial obligations-including, but not limited to, delinquent federal or state tax liabilities, defaulted federal student loans, court-ordered fines or fees, or child support arrears-may be deemed unsuitable for employment with the Indian Health Service (IHS). Prior to the appointment, candidates must present two valid forms of identification. If one of the documents is a state-issued ID or driver's license, it must be REAL ID-compliant.