Workflow and Records Manager

SAIC is seeking a highly organized and proactive Workflow and Records Manager to provide critical mission support to the Office of Strategic Capital (OSC) within the Department of War (DoW). This role is essential for maintaining the integrity of formal coordination, communication, and task execution in a high-visibility, fast-paced environment. The ideal candidate is detail-oriented, proactive, and a fast learner who can manage multiple priorities while adhering to established policies and timelines.

This position is located in Washington, DC and will have a hybrid work schedule.  

"The salary range for this role will be between $130,000 and $140,000."

Key Workflow Responsibilities:  

• Manage and track executive correspondence packages including memos, taskers, and reports using Correspondence and Task Management System (CATMS) throughout the review and approval lifecycle, ensuring strict adherence to OUSW(R&E) and Department of War correspondence standards.
• Manage the CATMS accounts, as well as the OSC correspondence email address for CATMS and official communications including weekly checks at the Pentagon.
• Compose memos, briefings, reports, and other documents for senior officials, ensuring completeness and accuracy of all enclosures, attachments, and references.
• Proactively track correspondence progress, due dates, and performance metrics using Teams, Lists, SharePoint, and other solutions.
• Prepare and submit formal justifications for extensions, cancellations, or transfers of assigned actions through appropriate channels (e.g., SD Form 391) when deadlines require adjustment.
• Review all submissions to ensure they meet format, policy, and quality control standards before advancing to leadership for review or signature.
• Read, understand, and analyze DoW Instructions and Manuals to write well-founded policy and process recommendations.
• Serve as the primary point of contact between OSC and the R&E Executive Secretary, external offices, and components across the Department of War to facilitate timely package coordination.
• Attend, document, and report on weekly CATMS synchronization meetings, which includes providing the necessary input to the R&E Executive Secretary.
• Assist with other critical administrative and compliance duties as needed, including processing Freedom of Information Act (FOIA) requests, advanced records management, and supporting Government Accountability Office (GAO) requests.

Records Management Responsibilities:

•  Ensure systematic organization, classification, and management of federal records across various agencies, ensuring compliance with federal regulations and agency-specific requirements. Implement best practices for preserving records in both digital and physical formats.
• Risk Mitigation in Record Handling. Develop strategies to mitigate risks related to the handling, storage, and disposal of federal records, including data breaches, loss of records, and regulatory violations. Ensure that records are protected from unauthorized access, loss, or damage. 
• Compliance with Legal and Regulatory Frameworks. Ensure that federal records management practices comply with relevant federal laws, including the Federal Records Act, the Freedom of Information Act (FOIA), the Privacy Act, and other applicable legal and regulatory requirements. This includes proper retention, archival procedures, and access controls. 
• Effective Record Classification and Retention. Provide key contributions to the development and implementation of a comprehensive records classification and retention schedule in line with federal guidelines, ensuring proper retention times, lawful disposal practices, and systemized retrieval of records when needed. 
• Client Satisfaction and Relationship Management. Build and maintain strong relationships with federal agencies, ensuring that their records management needs are met through efficient and secure processes. Provide responsive and proactive support for records management challenges. 

Required Qualifications: 

• Secret clearance and US citizenship.
• Associate’s degree and 10+ years of relevant experience, or Bachelor’s degree with 10 years of experience; Masters and 8 years of experience.  Specialized experience (e.g., military or industry administrative or executive assistant roles) may be considered in lieu of educational requirements. 
• Strong expertise in organizational workflow and executive support, including proficiency in the Correspondence and Task Management System (CATMS). 
• Experience handle sensitive information and implement manage records management programs that fully comply with the Federal Records Act (FRA) of 1950 (44 U.S.C. 3101, et seq.). 
• Demonstrated ability to write, edit, and format professional correspondence, memos, reports, and presentations aligned with DoW standards. 
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint). 
• Proven ability to independently manage multiple high-priority tasks in a fast-paced, high-pressure environment. 
• Excellent communication and interpersonal skills, including experience advising senior leaders and collaborating with diverse stakeholders to achieve program/project outcomes.
• Experience in executive administration, operations, and human resource management, preferably within a government or military context. 
• Strong analytical and problem-solving skills, with the ability to develop and implement process improvements and drive organizational change.

Desired Skills: 

• Background with National Archives and Records Administration (NARA) records and information management practices.