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Lead FOIA Analyst

5 months ago

Arlington, United States Wits Solutions Inc Full time
Job DescriptionJob Description

Wits Solutions Inc. (WITS) is a SBA certified 8(a) company with headquarters in the metropolitan Washington D.C. area. WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers. At WITS, we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

Job Description:

Education/Certifications optional

  • PMP, Bachelor's

SECURITY CLEARANCE optional

  • Secret

Work Experience Nice To Have

  • National Guard or experience providing relevant services for the Army

Work Experience Mandatory

  • Over 3-5 years of experience with FOIA and Privacy Act (PA) requests and protecting personallly identifiable information (PII); Program/Contract Management Experience; leadership of a FOIA/PA Team; processing, tracking, redacting, and releasing requests; checking emailboxes for incoming requests; answering phone calls related to FOIA/PA; processing Privacy Act/PII breaches (all PWS tasks are included below)

Roles and Responsibilities:

Relevant to Program Management Responsibilities:

  • Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract.
  • The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.
  • The CM and alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.
  • The CM shall work through the COR, to resolve issues, receive technical instructions, and ensure adequate performance of services.
  • The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.
  • The Contractor shall create a Monthly Progress Report (MPR). The Contractor shall submit the sample report to the COR for review and approval at the Post-Award meeting. The Contractor shall submit the MPR to the COR via email by the fifth (5th) calendar day of each month. Contractor shall submit a Year-End Roll-up Report of submitted data/information to the COR via email within five (5) calendar days prior to the end of period of performance of each contract period.
  • FOIA and Privacy Act Request Processing Services: The NGB processes approximately 500 - 800 FOIA Requests and Privacy Act (PA) Requests each year.
  • This range includes the Army National Guard and the Air National Guard.
  • The Contractor shall follow the process for executing FOIA and Privacy Act requests and are similar to the below described tasks.
  • All FOIA/PA requests will follow a basic process: (1) Logging all requests; (2) creation of an electronic and hard copy file; (3) tasking each request; (4) tracking the status of each request; (5) obtain relevant documentation; (6) process received documentation; (7) provide completed packet to Government for review and approval; and (8) send out and closeout each request.
  • The Government will provide all templates used under this section at the Post-Award Meeting.
  • The NGB processes over 200 Privacy Breaches each year. Depending on the type of privacy breach requested, the Contractor shall either process according to the policy memorandum with Government approval or forward a request to the Government's System Manager for processing.
  • The Contractor shall check the Government's "FOIA/PA Inbox" in Microsoft Outlook, Government fax machine, and Government processed mail on a daily basis.
  • The Contractor shall log all new FOIA/PA requests (approximately 500-800 per year) into one of the following: (1) FOIAXpress; (2) Freedom of Information and Privacy Acts Case Tracking System (FACTS); (3) Freedom of Information Reporting System (FOIRS).
  • The Contractor shall also log requests into the Open Cases Log (OCL) and Fiscal Year Log Excel Spreadsheets within one Business Day.
  • The Government will provide access to these databases after confirmation of a CAC.
  • The Contractor shall create an electronic FOIA/PA Case File Folder in the Government share drive and also duplicate the file in electronically using FOIA case tracking system, within one (1) Business Day.
  • The FOIA/PA Case File template will be provided by the Government at the Post-Award Meeting. After creation of the FOIA/PA Case File, the Contractor shall update the case file upon completion of each document for tracking purposes.
  • After requests are logged, the Contractor shall analyze each request for compliance with the aforementioned laws, regulations and policy and draft an Acknowledgement Letter.
  • The Contractor shall submit the draft Acknowledgment Letter to the Chief or Deputy of the FOIA office for approval within five (5) business days of request receipt.
  • In the event the Chief or the Deputy finds errors during their review, the Contractor shall address all errors and resubmit the letter within one (1) business day.
  • The Contractor shall prepare a FOIA/PA Processing Checklist Packet (see Table 6.1 Applicable Forms), which is the official tasking to be sent to offices of record to search for records responsive to the FOIA & Privacy requests received by NGB-OIP.
  • The Contractor shall forward the FOIA/PA Processing Checklist Packet to the COR and NGB-Section Chief for review and approval within fifteen (15) business days of receipt of request.
  • After approval from the COR, the Contractor shall send the FOIA/PA Processing Checklist Packet to the Government designated Office of Primary Responsibility (OPR) via Microsoft Outlook email (Air National Guard) or Task Management Tool (TMT) (for NGB components).
  • The Contractor shall analyze approximately fifteen (15) Office of Primary Responsibility (OPR) Response Emails a week to ensure the four (4) following items are attached: (1) proper Search Certifications, (2) Release Recommendation Memorandum, (3) DD2086 cost calculations, and (4) the OPR initial redacted documents. If the four (4) items are properly attached, the Contractor shall upload the files electronically using FOIA case tracking system. Should an OPR Response Email not be properly submitted, the Contractor shall email the OPR to request the required documents.
  • The Contractor shall perform a Redaction Analysis on received records and documents (up to 10 cases a week) pursuant to 5 U.S.C. 552 and, for Privacy Act requests, 5 U.S.C. 552a exemptions. Contractor shall perform all Redaction Analysis using Adobe Pro. The Contractor shall submit the completed analysis to the COR or ACOR via electronic copy for approval per NGB FOIA Request Processing Checklist.
  • The Contractor shall prepare FOIA/PA Final Response for Releases in electronic (up to 10 cases) or compact disc for Email, mailing, or electronic format to requesters for submittal to the COR for approval within three (3) business days of the Redaction Analysis.
  • The Contractor shall closeout and file FOIA/PA Case Files for all outgoing correspondence within one (1) business day of receiving the NGB-DMA Director or Deputy and/or NGB OIP Chief, signature and approval.
  • The Contractor shall closeout and file FOIA/PA Case Files for all outgoing correspondence within one (1) business day of receiving the NGB-DMA Director or Deputy and/or NGB OIP Chief, signature and approval.
  • The Contractor shall prepare and sanitize finalized, designated FOIA/Privacy records for upload to the NGB FOIA Reading Room or transmittal to the Air Force or Army Reading Room, within two (2) Business Days of the COR designation and comply with the Draft Documents Submission Performance Standards Matrix. The NGB FOIA Reading Room is a website maintained on the National Guard.
  • The Contractor shall provide FOIA/PA Customer Service. The Contractor shall answer the Government Outlook inbox emails and toll-free phone calls (up to twenty (20) phones call per day). Contractor shall return all phone calls forwarded to the Government voicemail system (up to twenty-five (25)) within one (1) business day.
  • The Contractor shall provide general information (i.e. status/queue updates, estimated completion date) to requesters on the ATC Log.
  • The Contractor shall check the Government's FOIA/Privacy Inbox in Microsoft Outlook daily to check for any reported breaches. Contractor shall email all new breaches to the COR, Active Army, and the Active Air Force accordingly within one (1) business day.
  • The Contractor shall maintain the Government provided PII Breach Tracking Summary Excel Spreadsheet (see 6.1 Applicable Forms) to document the number of both active and closed privacy breaches.
  • The Contractor shall store and maintain the PII Breach Tracking Summary on the Government's share drive.
  • The Contractor shall adhere to the DOD reporting timelines for a PII breach. The Contractor shall create a Breach Case File Folder in the Open PII Breaches folder in the Privacy Officer Organization box of the Government's share drive for each breach case.
  • A file saved in the folder shall follow the naming convention stated in the NGB PII Breaches SOP (provided at the Post-Award Meeting).
  • The Contractor shall transfer the file and all correspondence to the "Closed PII Breach" file in the Privacy Organization Box on the Government share drive within one (1) business day of the PII Breach being resolved.