Classified Documents & Correspondence Specialist

Job Purpose

Classified Documents & Correspondence is responsible for management, protection, and administration of documents and correspondence. This role involves ensuring the confidentiality, integrity, and availability of sensitive information in compliance with regulatory standards and company policies. The employee will play a key role in safeguarding critical information, optimizing document management processes, and supporting effective communication across the organization.

Position Accountability Description

1. Manage the secure handling, storage, and distribution of classified documents, ensuring confidentiality, integrity, and compliance with organizational policies.
2. Classify and handle sensitive documents based on confidentiality levels and follow established protocols for storage, retrieval, and disposal.
3. Develop and implement policies and procedures for classifying, handling, and distributing sensitive documents to maintain security standards.
4. Oversee the receipt, processing, and tracking of internal and external correspondence to ensure timely and accurate responses.
5. Track and log classified documents, maintaining accurate records for accountability and traceability.
6. Conduct periodic reviews and audits of document management systems to ensure compliance and identify areas for improvement.
7. Ensure compliance with legal and regulatory requirements regarding the handling and destruction of classified documents.
8. Monitor access to classified documents, maintaining detailed logs to prevent unauthorized entry and potential data breaches.
9. Create and enforce procedures for managing both electronic and paper-based correspondence, including archiving and retrieval systems.
10. Implement procedures for managing high-priority or urgent correspondence, ensuring immediate attention and resolution.
11. Coordinate with departments to ensure proper handling and secure transfer of classified documents, maintaining seamless communication and security.

• Coordinate on digitization and secure storage of documents.
• Ensure compliance with legal and regulatory requirements.
• Collaborate on document handling and secure transfer protocols.
• Ensure compliance with regulatory requirements.

Business Administration or equivalent