Summary The Correspondence Analyst position is located in the Office of the Director at Central Alabama Veterans Health Care System (CAVHCS). The incumbent is responsible for maintaining and managing a system for all executive correspondence for Central Alabama Veterans Health Care System (CAVHCS). Responsibilities Duties include, but may not be limited to the following: Assists the executive leadership team by maintaining and managing a system for all executive correspondence. Maintain routine contact with Veterans Integrated Service Network office, external stakeholders to include Congressional or political offices and Veterans, VA Central Office, and other agencies to clarify and discuss issues related to correspondence, as well as to provide updates. Manages an automated tracking system for all critical data, routes correspondence to appropriate service(s) for follow-up, monitors suspense dates of all correspondence, follows up with the responsible services as deadlines approach, and reviews and edits all written responses for grammatical and procedural correctness, completeness, and clarity. Assesses options for improving the action item tracking database, presents these options to management and plays a key role in coordinating the individuals, and if necessary, selecting the vendors who could make improvements to the system. Analyze and monitor trends in services' responses to established deadlines in a timely manner. Provide management with reports that summarize these trends and meet with management regularly to discuss these reports. Responsible for tracking health care system memorandums and bulletins Disseminates correspondence from VACO and VISN 7 to relevant individuals/programs to ensure that they are aware of national policies, procedures, directive and trends. Screens all publications, directives, and periodicals, and brings those of significance to the attention of management and other key program staff. procedures in accordance with new or existing rules and regulations. Performs content and editorial review of a high volume of correspondence and is often required to analyze information received from various services, and develop written reports based on this information, for the executive leadership team. Work with the administrative staff within the executive office and interchangeably provides administrative assistance to the executive leadership team. Respond to inquiries and administrative problems, makes appointments, manages calendars, screen calls and visitors, answers a majority of questions and handles routine issues without referral to the supervisor. Prepares daily reports with suspense updates to review with Director and Executive Leadership; and performs weekly reconciliation for overdue suspense items with follow-up investigation/resolution of all discrepancies. Performs other related duties as assigned. Work Schedule: 8:00am - 4:30pm (Work schedule subject to change based on agency needs). Telework: This position may be authorized for ad-hoc telework. Virtual: This is not a virtual position. Position Description/PD#: Correspondence Analyst/PD017610 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not Required Physical Requirements: Work is of a sedentary nature. There may occasionally be some moving or lifting of files and sitting in front of a computer monitor. Travel Required: 50% or less -This is a dual campus facility. Weekly travel is required between CAVHCS campuses located in Montgomery and Tuskegee, Alabama. Travel to CAVHCS Community Based Outpatient Clinics located in Alabama and Georgia will be required. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work is mostly sedentary, although there is some walking, bending, and lifting. It is sometimes necessary to work at the computer for extended periods of time. The position requires the ability to concentrate with frequent interruptions. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Basic knowledge of management principles and organizational theory including administrative practices and procedures common to organizations; ability to use qualitative and quantitative analytical techniques; ability to write and compose original correspondence/suspense responses based on information obtained from individuals, programs, or services and ability to develop protocols for and execute suspense management and document control procedures. Perform assigned segments of audits and reviews to evaluate timeliness, flow, and quality of correspondence, and to identify ways to improve correspondence management. Manage past correspondence and reports, and recent news items pertaining to subjects of correspondence, and provides package to involved officials. Track health care system memorandums and bulletins and disseminate correspondence from VACO and VISN 7 to relevant individuals/programs to ensure that they are aware of national policies, procedures, directives, and trends. Skills in operating automated office equipment (e.g. Xerox machine, fax machine, network scanner, computer software, etc). OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have must possess master's or equivalent graduate degree, or successfully completed 2 full years of progressively higher level graduate education leading to such a degree, or LL.B. or J.D., if related. This education must demonstrate the knowledge, skills, and abilities necessary to do the work of this position. (Transcript Required) . OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 1 full year of graduate level education. Preferred Experience: SharePoint and Database Management, Executive Correspondence routing and management. Records control and management. Expert knowledge of Outlook Management and tools, Word, Excel, and PowerPoint. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
