Qualifications:
AA Degree in Business, Management, Journalism, English, Public Administration and/or Library Science OR Minimum of 3 year(s) of experience in Executive Correspondence control, editing correspondence, English or journalism teacher, creative writing, etc.
- Strong interpersonal, oral and written communications, analytical and organizational skills required. Ability to read, translate and speak Spanish preferred.
- Experience required with Windows, Facsimile, Copying Machine, Multiple Phone Lines, MS Word, WordPerfect, MS Excel
- graphics software
Duties:
The incumbent is located in the Office of External Affairs as a member of the Internal Communcations Team and reports thru the Team Leader to the Section Chief. The incumbent works with the Regional Administrator's Executive Assistants, External Affairs Staff, Regional and Division Writer Editors and Correspondence Control personnel, Congressional and State and Local Liason Officers to ensure that the Agency's executive correspondence is timely, appropriate, and responsive.
- Serves as the Regional Executive Correspondence Manager (ECM) for executive correspondence addressed to the Regional Administrator (RA) or Deputy Regional Administrator (DRA). Responsible for ensuring that all correspondence marked personal/confidential is routed to the appropriate Front Office Executive Assistant. Non-personal/confidential incoming mail addressed to the RA/DRA or EPA, including priority/overnight and faxes will be opened and reviewed by the ECM. The ECM is responsible for date stamping and tracking all correspondence. Electronic mail received in the Region will be forwarded to the ECM for tracking purposes. In addition, the ECM is responsible for tracking all mail received in the Region from State or Federal Senators, Representatives, State or Tribal Governors. 10%
- Incoming mail determined by the Executive Assistant (EA) or the ECM to not require an executive response is forwarded to the appropriate division for response or action by the ECM. Incoming mail determined the EA or the ECM to require executive response is designated as a control and assigned to a Lead Division by the ECM. The ECM is resonsible for reassigning, decontrolling items, extending deadlines for both Headquarters and Regional controls and notifying responsible parties of these changes. 20%
- Maintains and monitors the automated correspondence control tracking systems to ensure timely regional responses. Ensures all items requiring RA and/or DRA signature are entered in the automated system. Works with Regional Writer Editor and Division Writer Editors to ensure that controlled items are cleard in a timely manner. Alerts the Internal Communications Team Leader and/or Communications Section Chief on a weekly basis of problem areas on controlled items. Liasons with Headquarters control persons to ensure Region 6 is not shown on overdue correspondence lists. Prepares weekly reports providing status of all controls for Regional Directors. Participates with Division Secretary on Headquarter's conference calls regarding Correspondence Control. 20%
- ECM ensures required concurrences are obtained on controlled correspondence for RA signature. Required concurrences include concurrence from Office of External Affairs and Regional Counsel on all controlled correspondence for RA signature addressed to parties outside the Agency. In addition, the ECM also ensures that an Intergovernmental Liason Officer concurs on all correspondence to elected State, Federal, and/or Tribal officials. 20%
- Reviews final submissions by program offices of replies and reports prior to concurrence and RA's signature in order to ensure consistency with policy guidelines and protocol. Ensures RA signature correspondence addressed to outside parties is reviewed by the Regional Writer Editor. Coordinates changes if required with Lead Division Writer Editor. 15%
- Maintains paper and/or electronic files and records on executive and Congressional correspondence requests and Agency responses. Maintains and retrieves files when requested. 10%
- Acts as backup to Regional Writer Editor in the area of correspondence review and preparation and distribution of Weekly Activity Report as required. Acts as backup for Division phone line answering as required. Acts as backup to receptionist on equipment maintenance (fax, printers, photocopiers) performing minor maintenance such as toner refills and addressing paper jams as required. 5%
Other:- Region specific operating systems such as LOTUS Mail and MS Word.
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