Serves as a Correspondence Specialist providing a full-range of management and program support in the area of correspondence for management and may have access to documentation related to labor relations and confidential personnel matters. Performs a combination of routine and multiple and varying assignments under the general direction of a manager or more experienced professional.
Duties
The Correspondence Specialist analyzes the effectiveness of business program operations in meeting established goals and objectives. Typical assignments include: analyzing incoming correspondence requests and verifying request against known requirements. Receives guidance from more experience specialist or manager in determining appropriate level of resources needed to coordinate response.
Applies experience and detailed knowledge of administrative processes and procedures to assist with maintaining the automated mail control program to log, edit, and query all correspondence, to include aviation safety related correspondence. Utilizes equipment and computer-based applications and tools that support organizational activities. Responsible for analyzing and monitoring progress and assessing the quality of finished products for applicability, appropriate routing, accuracy, and format. Collects and analyzes data in order to provide information to more experience specialist for developing recommendations pertaining to program issues.
Demonstrates some independence in planning time and using assigned resources in accomplishing tasks or projects. Contacts are primarily internal to the organizational unit, major subdivision, or LOB/SO with a manager and other employees to share information, provide data and/or written analyses, and/or explain the statuses of assignments. The Correspondence Specialist may have frequent contact with other lines of businesses and staff offices as well as the Office of Aviation Safety (AVS) correspondence office, to gather information, explain regulations, and discuss the customers’ situations. Additionally, the employee may accompany management to meetings for which confidential and sensitive information may be discussed.
Gathers, analyzes, and collects administrative and technical data from a variety of sources to make recommendations in support of objectives. Assists more experienced specialist in designing spreadsheets and maintaining databases. Under the direction of the manager or more experienced specialist, creates inventories and repositories, under predetermined procedures, to ensure a complete accounting of all records and documents. Collects and provides data to support the development of presentations and preparations of reports, briefing notes, minutes, and/or other information specific to the needs and knowledge of the target audience. Assists in the preparation of correspondence, reports, and other materials with responsibility for sentence structure, grammar, and spelling. Provides support in project meetings and periodic reviews involving a wide variety of stakeholders.
Established policies/procedures provide guidance for most assignments, but allow some discretion for the employee to select the most appropriate approach(es). Receives guidance on selecting approaches from a manager or more experienced professional. Identifies problems and refers problems and work issues to a manager or other experienced professional. The work is reviewed frequently during assignments and at completion to ensure timeliness, policy compliance, and alignment with the requirements of projects and/or other work activities.
