Gritter Francona, Inc.
  • 08-Nov-2018 to 31-Mar-2019 (PST)
  • Washington, DC, USA
  • Salary
  • Full Time

General Summary Gritter Francona, Inc. is currently seeking a full-time Communications Consultant to join our team. The position will be located on client site at 301 7th Street, SW, Washington, DC 20528.

Essential Duties

This role will be responsible for providing advanced Technical Writing support to include, but not limited to, research, writing, designing, editing, proofreading, stakeholder coordination and records management to communicate the current DHS and OCIO mission, theme, priorities and accomplishments. This position will support the Department of Homeland Security's Office of the Chief Information Officer (OCIO) Executive Leadership, senior management and OCIO staff in a highly visible, fast-paced, time-sensitive, IT-driven environment.

Specific responsibilities of this role include but are not limited to:

  • Perform advanced technical writing to design, develop, write and edit articles, newsletters, correspondence, press releases, briefings, letters, reports, white papers, meeting minutes, design documents, requirement documents, forms, surveys, release notes, memos, SMS text messages, brochures, talking points, testimonies, speeches, flyers, posters, invitations, product catalogs, notices, instructions, communications campaign plans, media relations content, case studies, executive bios, speaking proposals, guidance documents, fact sheets, SharePoint content, web content, social media content and other communication deliverables
  • Research, write, edit and update OCIO Communications Plans annually, including strategy, goals, objectives, audience, talking points, and detailed tactics. The
  • Contractor shall research, write and develop time-sensitive Executive Level Briefings for DHS Federal employees, OCIO Federal employees Media, Industry, and internal and external stakeholders.
  • Research and coordinate content for communication deliverables from data sources, print resources, digital resources, archives, subject matter experts, organizational professionals, internal stakeholders, external stakeholders and other data sources.
    • Implement advanced technical writing techniques to develop documents expressing highly-technical, complex and simple concepts, ideas, processes or procedures.
    • Utilize plain language and clear communication to create documents translating both complex and simple concepts.
  • Ensure all communication deliverables accurately communicate the current DHS and OCIO mission, theme, priorities and accomplishments.
  • Ensure all communication deliverables are in compliance with Section 508 Compliance Guidance, DHS Communications Media Policy, the Associate Press Style Guide and Federal Government Standards for branding, styling and layout.
  • Produce high-quality and visually appealing communication deliverables utilizing the full functionalities of the Microsoft Office Suite and graphic design software. The Contractor shall utilize advanced Microsoft Office software expertise, knowledge and skills to design, develop, modify and edit communication deliverables utilizing the full functionalities of Microsoft Word, Microsoft PowerPoint, Microsoft Outlook, Microsoft Project, Microsoft Access and Microsoft Excel. The Contractor shall perform Photography functions to capture and process photographic images for communication deliverables and Ad Hoc projects.
  • Provide social media support, including but not limited to, implementing Daily Blogs, Twitter Tweets, Facebook Posts, LinkedIn Posts, internal and external feeds and posts to develop and maintain OCIO's internal virtual presence, external virtual presence and DHS OCIO.gov presence. The Contractor shall convert traditional media products into new and social media outcomes. New and social media messaging and content should be designed and implemented to accurately translate, reflect and communicate the DHS and OCIO mission, theme, priorities and accomplishments. The Contractor shall execute new and social media strategies in compliance with DHS Rules, Regulations, Guidelines, Section 508-Compliance Guidance and the approved OCIO Communication Plans. The Contractor shall perform social media and event communication functions, including coordinating events, sending email communications and implementing social media content for meetings and events.
  • Create and maintain electronic communication files utilizing SharePoint and DHS Shared Drives tracking communication deliverables and activities.
    • Create and maintain physical communication files. Electronic and physical files shall be managed in compliance with DHS Record Management Policies.
    • Improve the OCIO communication management process ensuring compliance with records management policies. Record management functions shall include collecting, editing, validating, posting and distributing communication deliverables.
    • Perform file coding, data entry, scanning and labeling to create and maintain an accurate filing system.
    • Identify and process records based on the records schedule for disposition.
  • Perform proofreading and editing support to ensure proper grammar, syntax, context, content and quality assurance of communication deliverables and Executive Level documents in compliance with the Associate Press Style Guide.
  • Leverage existing and cultivate, develop and strengthen new effective, professional working relationships between DHS, OCIO, the Office of Public Affairs (OPA), management, senior leadership, second-party contractors, third-party contractors, media, and internal and external stakeholders to effectively manage and ensure communication deliverables, graphics and content are accurate and in compliance with DHS guidelines. The Contractor shall maintain discretion and professionalism, while coordinating with DHS officials, senior management, technical writers, editors, graphic designers, illustrators, trainers, document specialists, content managers, audit liaisons, subject matters experts, and internal and external stakeholders.
  • Research and complete continuous learning trainings regularly, to maintain advanced knowledge and technical proficiency of current and innovative technical writing, proofreading, edits and communications techniques, tools and methodologies to enhance communications deliverables and technical writing support. The Contractor shall complete trainings, to maintain a current and accurate knowledge of the DHS and OCIO environment ensuring all communication deliverables accurately communicate the DHS and OCIO mission, theme, priorities and accomplishments.
  • Develop and implement quality control processes and tools to improve the design, development, routing, review and storage of OCIO communication deliverables including:
    • Develop, design, coordinate, facilitate and conduct trainings on communication tools, techniques, processes, procedures and best practices for end-users, customers, team members and OCIO staff. The Contractor shall develop and write Standard Operating Procedures (SOP) documents, diagrams, work process charts, flow charts, briefings and training materials defining technical requirements and user-friendly instructions for end-users, customers, team members, second-party contractors, third-party contractors and OCIO staff.
  • Develop, produce and distribute Weekly Status Reports, Monthly Status Reports, Quarterly Reports, Annual Reports and Ad Hoc Reports for OCIO customers and Government managers.
  • Support scheduling, coordinating and facilitating meetings with DHS, OCIO, internal and external stakeholders to coordinate correspondence research, data collection, consolidation, reporting, briefing, problem solving, troubleshooting, process improvements and routing of submissions for review and approval, as requested and directed by the appropriate Government official.
  • Create and maintain electronic correspondence files utilizing SharePoint, Microsoft, DHS Shared Drives other software capabilities, as requested by the Program Office.
  • Develop, produce and distribute Weekly Status Reports, Monthly Status Reports, Quarterly Reports, Annual Reports and Ad Hoc Reports for OCIO customers and Government managers.
  • Execute event communications, including coordinating events, scheduling calendar invites and sending email communications, announcements and notifications.
  • Develop and distribute draft agendas and documents to the appropriate reviewing and approving government personnel, three (3) business days prior to the meetings and events.
  • Perform audiovisual coordination, telecommunications coordination, and logistical coordination for OCIO meetings and events including on-site support for managing speaker presentation schedules, reserving Conference Rooms, set-up of Video Conferencing and secure Telephone Conference Call Dial-In Bridges, and coordination with the IT Help Desk to test and troubleshoot A/V and telecommunication capabilities.
  • Type detailed, accurate and error free Meeting Minutes documenting meeting proceedings within four (4) hours or the next business day after the meeting concludes.
  • The Contractor shall develop and maintain an action tracking and reporting system to track and report the assignment and completion of action items assigned in OCIO meetings and events.
  • Coordinate entry, receive and escort visitors, approved by Government managers, for OCIO meetings and events.
  • Interact with clients in a professional manner
  • Provide internal support to GFI's marketing and communications materials and website

Skills and Qualifications

  • Ability to work in a fast-paced environment, time-sensitive environment
  • Excellent writing and editing skills
  • Excellent attention to detail
  • Expert in English grammar, writing best practices, and ensuring writing style guidelines
  • Experience with meeting and event coordination, a plus
  • Experience with IT communications, a plus
  • Experience with using content management systems, a plus
  • Government experience, a plus
  • Must be able to work in a team environment
  • Must be able to obtain a suitability clearance
  • Must be a U.S. citizen

Education and Experience:

  • Bachelor's degree required, preferably in English, communications, marketing, or related field
  • Minimum of six years of professional experience, specifically in communications, marketing, or related field
Gritter Francona, Inc.
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