Office Services Professional jobs in District of Columbia

Summary

As a FOIA Specialist, you will process FOIA/PA (Freedom of Information Act/Privacy Act) requests; from "cradle to grave." research and analyze FOIA/PA information to respond to requests and develop status reports to support reporting requirements; prepare responses to FOIA/PA requesters and management as requested; liaison as directed by management with agencies on FOIA/PA related matters; conducts research on applicable case law, federal regulations on FOIA/PA requests to resolve issues; use information technology such as computers in administering, and managing information, as well as for a wide variety of record keeping, correspondence, and tracking operations throughout the government information management lifecycle. The specialist will conduct independent analysis and apply FOIA and PA exemptions and/ or exclusions as appropriate. The FOIA specialist should have experience applying the following exemptions: Exemptions 4,5,6, and 7.

Essential Duties and Responsibilities

The FOIA Specialist responsibilities include, but are not limited to:

• Review, analyze, and perfect FOIA requests; contact the requester either by phone, email or

mail for clarifications about the request. If necessary, provide the requester with explanations concerning the timeline, availability, format, and content of the requested documentation/information.

• Prepare and send "submitter notices" to submitters and request that they provide arguments and explanations related to the withholding of potentially confidential commercial information
• Review and provide an analysis of the submitters recommendation for consistency with the Agency's regulations, policies and practices.
• When necessary, provide a notification to the submitter advising of the Agency's varied determination and the intent to release information within 72 hours.
• Prepare and transmit to the requester a standard acknowledgement letter using USAID's

templates. The contractor will exercise judgement to determine when letters must be tailored to meet unique circumstances concerning the request or requester.

• Based on the requester's stated need, the contractor will be responsible for tasking and obtaining the requested documentation from the appropriate USAID operating units and the corresponding release recommendations per ADS 507; provide those operating units with complete and clear instructions on what is required and how to formulate release recommendations and justifications for withholding of information in accordance with USAID policy and procedures. Send reminders to USAID's offices that are delinquent in responding to search action requests.
• In the searches conducted by the operating unit(s), provide progress reports to the requester and document the administrative file.
• Analyze documentation provided by the operating units for responsiveness and releasability. If necessary, work with the operating units and/or USAID's Office of the General Counsel (GC) to determine the detrimental effects (i.e., foreseeable harm) of releasing the requested documents. When operating units request withholdings which cannot be justified and thus, upheld under the FOIA/PA, provide explanations to the operating units on why the information must be released.
• Prepare/transmit formal FOIA responses for a variety of audiences such as requesters, business submitters, and government officials. Responses must conform to Agency standards and clearance procedures. Responses must be modified as appropriate by explaining, for example, the disposition of responsive documents, what is being released/withheld, page counts, and include a citation to the appropriate exemptions/exclusions.
• Prepared required records, logs and files for each request; assisted in the closure of seven or more FOIA backlog cases, utilized Adobe Redax Software and Microsoft Office Suite
• Independently handled the quality analysis of simple and complex agency records in accordance with FOIA/PA and agency implementing instructions; identified inconsistencies, new and unusual issues
• Maintained updated and concise electronic files, made disclosure recommendations
• FOIA Exemptions utilized, as applicable to the agency's FOIA Office: Exemption (b)(3), (b)(4), (b)(5), (b)(6), (b)(7)(C), (b)(7)(D) and (b)(7)(E); utilized Adobe Redax Software; Established and assisted the team members with their individual projected goals; consolidated the "Status Reports" and regularly prepared the final copy for the Program Manager and Client.
• In the searches conducted by the action offices, provide progress reports to the requester and document the administrative the file to this effect; Interpret and apply regulations and procedures concerning (FOIA Exemptions (b)(2), (b)(3), (b)(4), (b)(5), (b)(6) and (b)(7)
• Review, analyze, and process Freedom of Information Act, Privacy requests of a simple and routine nature including the analysis of problems of a factual or procedural nature dealing with readily identifying legal issues which may be easily found in written guidelines, procedures, standards, and administrative/organizational practices
• Track the status of pending cases (requests and appeals; document the file folder and database).
• Answer internal and public inquiries regarding general questions about the FOIA process and questions about the status of individual cases
• Evaluate sensitive request for information to determine whether to recommend release or denial of the requested information based on the Privacy Act or FOIA
• Prepare and draft correspondence relating to privacy and disclosure issues. Assisted in the compilation and preparation of reports regarding information supplied under FOIA
• Prepare, analyze and process legal documents
• Perform statistical analysis of database systems to determine future needs/adjustments for organizational efficiency.
• De-duplicate identical records.
• Maintain an accurate and complete administrative record of the actions taken throughout the

processing of FOIA/PA requests per USAID's standards.

• Process and track requests in the Agency's FOIA Case Maintenance System.
• Maintain accurate case files and status in customer provided software.
• Ensure accurate record keeping.
• Conduct relevant research and analysis.
• Provide general support as required.
• Perform FOIA/PA, audits, and data calls
• Other duties as assigned.

FOIA Specialist I/Junior-Level Specialists

Serves as FOIA/PA specialists. Reviews, analyzes, monitors and processes FOIA/PA requests of a simple and complex nature including researching problem areas, identifying legal issues, referencing and citing relevant case law and conducting analysis to determine whether there is any basis to assert an exemption to disclosure. Consults with the requester on various aspects of the request e.g. narrowing the scope of the request, possible fees resulting from the request and any other issues relating to the request. Initiates requests for documents and monitors Agency components to ensure adherence to governing directives and instructions in accordance with USAID policies and procedures.

FOIA Specialist II/Mid-Level FOIA Specialist

Serves as a FOIA/PA subject matter expert and reviews, analyzes, monitors and processes FOIA/PA requests of a simple and complex nature including researching problem areas, identifying legal issues, referencing and citing relevant case law and conducting analysis to determine whether there is any basis to assert an exemption to disclosure. Consults with the requester on various aspects of the request, e.g. narrowing the scope of the request, possible fees resulting from the request and any other issues/problems relating to the request. Initiates requests for documents and monitors Agency components to ensure adherence to governing directives and instructions in accordance with USAID policies and procedures.

FOIA Specialist III/Senior FOIA Specialists

Serves as a senior FOIA/PA subject matter expert and independently reviews, analyzes, monitors and processes FOIA/PA requests of a simple and complex nature including researching problem areas, identifying legal issues, referencing and citing relevant case law and conducting analysis to determine whether there is any basis to assert an exemption to disclosure. Consults with the requester on various aspects of the request e.g. narrowing the scope of the request, possible fees resulting from the request and any other issues/problems relating to the request. Initiates requests for documents and monitors Agency components to ensure adherence to governing directives and instructions in accordance with USAID policies and procedures. Contributes to the development of FOIA and PA policies and procedures and provides advice and guidance on FOIA issues not covered by precedent to respond to requests. Interprets regulations and USAID policy regarding the release of information under the FOIA and PA.

Supervision

None

Minimum Qualifications:

1. High School diploma or equivalent
2. Must have U.S. citizenship
3. Requires a Security Clearance: Must have a Department of Defense clearance.
4. Must be fluent in speaking and writing in English. Must be able to communicate verbally and in writing in an effective, efficient, and professional manner.
5. Pre-Employment Screening: Must be able to pass criminal background screen, drug test and physical exam.
6. Must be familiar with database operations and word processing systems
7. Must be proficient in the use of Microsoft Office Suite
8. Must have strong researching and resolution skills in the use of internet, email, databases, and the use of computer software
9. Must be familiar with FOIAXpress operating system.
10. Ability to interpret and apply regulations and procedures concerning all FOIA Exemptions
11. Have experience applying the following exemptions: Exemptions 4; 5; 6; and 7
12. Ability to do repetitive tasks while remaining prepared to take on auxiliary duties on short notice
13. Excellent verbal and written communication skills
14. Comprehensive knowledge of MS Office
15. Excellent analytical skills
16. Ability to work independently under general guidance
17. Understanding of the Freedom of Information Act (FOIA) and Privacy Act (PA)
18. Willingness to learn and invest in self-development
19. Demonstrated ability to produce consistently high-quality work under fluid conditions
20. Strong organizational, clerical and customer service skills
21. Post Hire Certifications: Must certify under customer requirements and maintain all security clearances.

Level I (Junior-Level FOIA Specialist)

• Must be familiar with database operations and word processing systems. Familiarity with FOIAXpress is preferred. Must have research skills in the use of the internet, email, databases, and the use of computer software, especially the Microsoft Office Suite.

Level II (Mid-Level FOIA Specialist)

• Must have a minimum of two (2) years or more FOIA experience. Associates and/or bachelor's degree preferred. Must be familiar with FOIAXpress operating system. Must have research skills in the use of the internet, email, databases and the use of computer software, especially the Microsoft Office Suite.

Level III (Senior FOIA Specialist)

• Must have a minimum of three (3) to five (5) years FOIA experience. Associates and/or bachelor's degree preferred. Must be familiar with FOIAXpress operating system. Must have research skills in the use of the internet, email, databases, and the use of computer software, especially the Microsoft Office Suite.

Shareholder Preference

Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.

Core Competencies

• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written - Ability to communicate in writing clearly and concisely according to strict deadlines.
• Self-Motivated - Ability to be internally inspired to perform a task to the best of one's ability using his or her own drive or initiative.
• Team Builder/Worker - Ability to inspire and work within a group of people to work toward a goal.
• Organized - Possessing the trait of being organized or following a systematic method of performing a task.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Flexible - Ability to adjust to a dynamic workflow and reprioritize as project demands change.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. While performing the duties of this job the employee is frequently required to sit, talk or hear, stand, walk, use hands to handle, or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, and taste or smell. Firearms and other defensive/offensive weapons are also tools utilized in the performance of this position.
2. The employee occasionally lifts and/or moves anything from 10 to 100 pounds. Specific vision abilities required by this job includes close vision, distance vision, color vision and peripheral vision, depth perception and the ability to focus.
3. Work requires computer usage with strength, dexterity, coordination and visual acuity to use keyboard and video display terminal and other office equipment.
4. Moderate travel required subsidiary offices and other project locations as needed.

Work Schedule: Generally, Monday through Friday, standard business hours. Evening and/or weekend hours may be required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

• Generally, indoors. While outdoors may be subject to construction site conditions, confined spaces, changes in temperature, weather conditions and noise levels.