Case Coordinator
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Think Tank, Inc.
Silver Spring, MD, US
Summary
The Case Coordinator manages the tracking, logging, and administrative filing of case matters and referrals for the OAA. They are responsible for maintaining accurate electronic and physical records and producing statistical reports for leadership.
Job Description
CONTRACT INFORMATION
Agency: NOAA National Marine Fisheries Service (NMFS), Office of the Assistant Administrator (OAA)
Place of Performance: Silver Spring, MD (1315 East-West Highway, 20910); telework as authorized
Period of Performance: 07/22/2026 – 07/21/2027 (Base); up to 4 years with options
POSITION OVERVIEW
The Case Coordinator provides case coordination, tracking, and administrative file management support for OAA case matters, referrals, and inquiries. The Case Coordinator protects sensitive information and maintains accurate case records but does not conduct investigations, make findings, determine corrective actions, or issue final agency determinations.
KEY RESPONSIBILITIES
- Receive complaint/referral packages from the designated Government office and log receipt, source, subject, due dates, and assigned Government officials in ATS or the approved case tracking system
- Enter referral data and case file documents into ATS; maintain current, complete, and accurate case metadata and file status
- Search ATS or approved case tracking systems to identify prior or related inquiries, as directed by the COR
- Create, organize, and maintain official electronic and/or physical case folders in accordance with Government file structure, naming conventions, and records requirements
- Track physical and electronic case folder location, custody, status, and routing throughout the inquiry process
- Transmit Government-approved reports of findings and related materials to subject units as directed; track response deadlines
- Track whether subject units provide timely responses and whether corrective action implementation evidence has been received
- Notify the COR of overdue responses, missing documentation, data inconsistencies, or potential chain-of-custody concerns
- Maintain the referral electronic file cabinet in good order and prepare statistical reports for NMFS leadership upon request
REQUIRED QUALIFICATIONS
- Demonstrated ability to manage confidential case information with discretion and accuracy
- Experience creating, organizing, and maintaining official electronic and physical case folders per Government file structure and naming conventions
- Proficiency with ATS (Audit Tracking System) or comparable case tracking systems - accurate data entry, metadata maintenance, and status updates
- Ability to track deadlines, case location/custody, routing, and corrective action follow-up
- Experience producing statistical reports for leadership
- Strong written and oral communication skills
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Workspace (Gmail, Drive, Docs, Sheets, Slides, Meet), Adobe Acrobat, and SmartSheet
- Ability to learn NOAA/DOC systems and procedures quickly
- Must be capable of obtaining and maintaining a suitability/public trust determination (Tier 1 or successor) and all required system access approvals
- Must identify as a contractor in all written, electronic, and verbal communications per contract requirements
