Position Summary
The Communications Specialist provides correspondence management, communications coordination, editing, quality control, and records management support. The position supports internal and external communications by ensuring correspondence is accurate, timely, professionally formatted, and compliant with Federal, HHS, and IHS standards. The Communications Specialist serves as a key liaison among leadership, action officers, program offices, and stakeholders to track, coordinate, draft, edit, and manage official correspondence while maintaining records and reporting requirements.
Supervisory Responsibilities: No
Job Classification: Permanent; Full Time
Duty Station: Rockville, MD
Travel: Up to 10%
Compensation:
This pay band reflects Chloeta's good faith estimate of the range it expects to offer; Chloeta reserves the right to alter this range if business circumstances change.
Key Responsibilities
- Manage and track incoming and outgoing correspondence, ensuring timely processing, follow-up, and records management compliance.
- Draft, edit, proofread, and format official correspondence, reports, briefing materials, and executive communications.
- Coordinate with leadership, stakeholders, and subject matter experts to gather information and facilitate timely responses.
- Prepare and maintain daily, weekly, and monthly reports, including correspondence metrics, status updates, and performance tracking.
- Maintain correspondence databases, filing systems, and supporting documentation to ensure accurate recordkeeping and retrieval.
- Develop and update SOPs, process documentation, and recommend improvements to enhance efficiency and accountability.
- Ensure all communications comply with Federal standards, records management requirements, and organizational policies.
- Conduct quality assurance reviews to ensure correspondence is accurate, complete, professional, and delivered on time.
- Safeguard confidential and sensitive information while supporting executive leadership communication priorities.
- This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.
Required Skills/Abilities:
- Excellent written and verbal communication skills.
- Strong writing, editing, proofreading, and quality assurance abilities.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Strong organizational, analytical, and problem-solving skills.
- Proficiency with Microsoft Office Suite, SharePoint, Teams, and document management systems.
- Ability to collaborate effectively with leadership, stakeholders, and cross-functional teams.
- Attention to detail and commitment to accuracy and consistency.
- Ability to research, gather, and synthesize information from multiple sources.
- Experience tracking assignments, monitoring progress, and preparing status reports.
- Ability to maintain confidential and sensitive information with discretion and professionalism.
- Ability to work independently with minimal supervision and exercise sound judgment.
- Knowledge of correspondence management, records management, and Federal communication standards preferred.
Education and Experience
- Required: Bachelor's degree in Communications, English, Journalism, Public Relations, Public Administration, Business Administration, or a related field.
- Required: Minimum of two (2) years of experience in communications, correspondence management, technical writing, administrative support, or a related field.
- Required: Experience drafting, editing, and coordinating professional correspondence and reports.
- Required: Knowledge of records management practices and correspondence tracking processes
- Preferred: Experience supporting executive leadership, government agencies, or large organizations
- Preferred: Proficiency in Microsoft Office Suite, SharePoint, Microsoft Teams, and document management systems
Physical Requirements:
- Ability to remain in a stationary position and work at a computer for extended periods of time.
- Ability to use standard office equipment, including a computer, telephone, printer, and copier.
- Ability to communicate effectively in person, virtually, and by telephone.
- Ability to review, analyze, and prepare detailed written documents and reports.
- Ability to attend meetings and training sessions, either in person or through virtual platforms.
- Ability to occasionally lift and carry office materials weighing up to 20 pounds.
- Ability to perform the essential functions of the position with or without reasonable accommodation.
Benefits
Eligible employees receive the following benefits:
- Health, Dental and Vision Insurance
- Health Savings Account (HSA)
- Employee Assistance Program (EAP)
