Position Objective: Perform day-to-day administrative and litigation support activities in support of customer’s Administrative Division, Executive Leadership, and in coordination with other DOHA Divisions. Individual(s) must be able to work independently, receiving a minimum of detailed guidance, to complete tasks that include, but are not limited to, archiving, retrieval, database inputs, report generation, and other work with both classified and unclassified case files. In addition, individuals will be expected to research, locate, and deliver requested cases to Administrative Judges, Attorneys, and Adjudicators. Error-free record management techniques will be expected to be applied in handling thousands of Privacy Act protected records in a workload that will continue to increase during the life of this contract.

Duties and Responsibilities

Administrative Division Support Services:
Perform a wide array of records management tasks such as intake, organization, review for completeness, document scanning, quality assurance review, and indexing of scanned images as related to all of DOHA’s various types of case files. This work must be done in coordination with the requirements of DOHA’s other Divisions (Department Counsel, Hearing Office, Appeal Board, Claims Division, and Woodland Hills)
Receive reports for adjudication and record cases in the appropriate computer databases, utilizing the Defense Information System for Security (DISS), and the specific DOHA web-based case tracking system.
Read and analyze reports for adjudication to determine whether scope of investigation meets specific DOHA investigative standards; prepare memoranda of findings and correspondence in accordance with DOHA processes, and make appropriate entries into databases, utilizing DISS and the specific DOHA web-based case tracking system.
Respond verbally or in writing, as appropriate, with detailed information and understanding of DOHA case procedures, to written correspondence, email, and telephonic inquiries concerning status of cases. Ensure all responses are in accordance with security and privacy requirements. Must be familiar with and have the ability to utilize DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program.
Prepare, copy and mail notice of hearings, orders, decisions, travel arrangements, correspondence, and perform other administrative/clerical functions using DOHA specific processes and procedures.
Prepare case files for file retention utilizing DOHA established processes and procedures.
Prepare other administrative documents as may be required, in response to time sensitive inquiries.
Answer telephone inquiries from all DOHA customers, including but not limited to applicants for due process, providing detailed information on status and demonstrating a clear understanding of DOHA administrative processes.
Conduct distribution runs within and outside the agency. Distribution runs within the agency entail picking up cases from the Department Counsel and delivering the cases to either the Appeal Board or the Hearing Office. The distribution runs also include picking up outgoing mail and distributing incoming mail to the appropriate divisions within the agency. The distribution runs also include, but are not limited to picking up and dropping off cases at the Department of Defense Consolidated Adjudications Facility (CAF), the Navy Personal Security Appeals Board (PSAB), Air Force PSAB, WHS Correspondence Analysis Branch (CAB), Defense Intelligence Agency (DIA), the Pentagon and other agencies when required.
Perform other administrative duties as required. Tasks in this category are:
- Sorting and distributing the incoming and outgoing mail; including postal operations knowledge;
- Making classified courier runs as required,
- Supports security administration in DISS-Appeals.
- Assist with physical and personnel security needs as required,
- Preparing closed cases to be shipped to the records holding area,
- Filing cases and making copies of cases when required,
- Assisting with transporting unclassified and classified material as directed/required,
- Conducting supply inventory,
- Assist the government point of contact with the ordering of supplies and equipment,
- Assist with setting up conference calls and VTC, and maintaining the training room, witness room and, Director’s conference room calendars,
- Assist with scheduling hearings world-wide,
- Conduct searches, when necessary, to find sign language interpreters or other language interpreters, as required,
- Help to reconcile accounts,
- Preparing hearing notices,
- Review travel authorizations and vouchers, and
- Other miscellaneous administrative duties of a similar type.

Anticipate and meet the needs of individual Due Process Applicants/Appellees and DOHA Division leadership and attorneys independent of Government supervision.
Ensure all work products clearly demonstrate a clear understanding of the Administrative Division’s contribution to the overall customer mission and clearly articulate understanding of general security administration and all applicable guidelines, regulations and directives.
Perform analysis of case files to determine completeness; initiate correspondence for government signature; perform error-free work; track and perform follow-up action to ensure case completeness prior to submission of any case; handle sensitive information, credit reports, derogatory information and other personally identifiable information with no errors.
Summarize case documentation/files and manage related filing, mailing, and tracking in applicable case-tracking system(s).
Develop and deliver responses, verbally or in writing, as appropriate, with detailed information and understanding of Agency case procedures, to written correspondence, email, and telephonic inquiries concerning status of cases.
Resolve inquiries from due process applicants and appellants, providing detailed information.
Deliver flawless reports, correspondence and other work products take appropriate actions without error in judgment or action to avoid risk and negative impact to mission operations and severe impact on national security.
Exercise judgment and perform work independently with limited guidance and review by senior government staff.
Independently identify potential problems and issues impacting the organization and proactively make recommendations to resolve.
Interpret and apply agency requirements to protect deliberative process and adhere to Privacy Act requirements to ensure all responses maintain national security posture.
Other miscellaneous administrative, clerical, and records/case file management duties of a like type within this scope as required.

Basic Qualifications:

Top Secret personnel security clearance
Bachelor’s Degree and two years of relevant administrative/litigation experience
- Relevant experience may be substituted for education: Associate’s Degree and four years of relevant experience, or, High School Diploma and six years of relevant experience supporting program analysis activities

Minimum Qualifications:

Be familiar with or have the ability to utilize DoD Directive 5220.6, Defense Industrial Personnel Security Clearance Review Program.
Ability to communicate effectively in verbal and written communication.
Ability to safeguard and handle PII and other highly sensitive information
Proficiency with MS Office Suite and Adobe Acrobat Professional
Ability to work independently and troubleshoot problems with minimal guidance
Ability to consistently produce error-free work
Two or more years of previous litigation support or legal clerical experience is preferred
Previous knowledge and application of the Freedom of Information and Privacy Acts is preferred
Must be able to pass company and Agency security and background check process.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

Gap Solutions Inc

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