Regulatory Operations and Federal Register Notice Coordinator

MDW Associates is seeking a Regulatory Operations and Federal Register Notice Coordinator to support the Department of War (DoW) Regulatory Division by managing the end-to-end intake tracking processing and publishing workflow for Federal Register notices and Paperwork Reduction Act (PRA) packages ensuring accurate routing to Action Officers clean audit trails and records management and on-time posting to government systems (for example Federal Docket Management System (FDMS) and ).

The Regulatory Operations and Federal Register Notice Coordinator may perform a combination of some or all of the following job duties:

• Federal Register intake triage and routing
• Monitor the Federal Register Notice inbox and related feeds; triage incoming notices and route to the appropriate Regulatory Division Action Officers.
• Maintain daily workflow discipline to ensure notices are acknowledged assigned and progressed without delay.
• Notice lifecycle management and publishing support
• Edit and finalize notices in Microsoft (MS) Word ensuring correct formatting version control and file naming.
• Convert and archive notice emails and supporting materials (for example Portable Document Format (PDF) capture) and file all artifacts in the designated repository structure to preserve a defensible audit trail.
• Save published notices to the appropriate folders and maintain organized records for retrieval and reporting.
• Paperwork Reduction Act (PRA) and docket operations (30-day and 60-day)
• Support 30-day and 60-day Paperwork Reduction Act notices including corrections and status updates.
• Use Federal Docket Management System (FDMS) and workflows to apply or validate docket numbers synchronize postings and ensure docket and notice metadata is accurate.
• Microsoft SharePoint tracker administration and reporting
• Maintain and update the Notice Microsoft SharePoint Tracker and associated spreadsheets ensuring real-time status visibility accurate due dates and strong data hygiene.
• Perform batch updates reconcile discrepancies and support leadership reporting with reliable tracker outputs.
• Monitor interagency review group box and enter reviews into SharePoint trackers.
• GovInfo / Federal Register feed / migration
• Retrieve and file published notices from into the correct internal categories (for example Paperwork Reduction Act Arms Sales and System of Records Notice (SORN)).
• Move relevant notices from Federal Register feeds into (as directed) ensuring proper categorization and documentation.
• Standard operating procedures and process documentation
• Draft and maintain standard operating procedures (SOPs) and job aids for notice review Federal Docket Management System (FDMS) processes and tracker usage; incorporate continuous improvement recommendations to reduce rework and improve compliance.
• Stakeholder coordination and operating cadence
• Participate in recurring status meetings (weekly project status monthly directorate meetings and tag-ups) and provide clear updates on workflow health bottlenecks and emerging risks.

Required Skills & Experience:

• Tools and Systems
• Microsoft Office (Microsoft Excel Microsoft Word Microsoft Outlook); Microsoft SharePoint (trackers document libraries)
• Federal Docket Management System (FDMS) and (docketing and posting support)
• Federal Register and GovInfo workflows and repositories
• Document conversion and records management practices (Portable Document Format (PDF) capture foldering version control)
• Core Skills
• Workflow operations queue management and precision editing
• Metadata accuracy data hygiene and tracker discipline
• Compliance-minded records management and audit trail preservation
• Stakeholder engagement and coordination with Action Officers and government clients
• Standard operating procedure development job aids and continuous process improvement
• Deliverables and Performance Metrics (examples)
• Notice intake timeliness: percentage of notices triaged and routed within 1 business day
• Tracker accuracy: tracker-to-source reconciliation rate; minimal stale or incorrect statuses
• On-time publishing support: percentage of Paperwork Reduction Act actions supported by required internal deadlines
• Quality and compliance: error-free docket metadata rate; low rework or return rate for formatting or filing issues
• Records completeness: percentage of notice packages with complete archived artifacts (email/PDF final Word version published notice copy routing evidence)
• Standard operating procedure maturity: number of SOPs maintained; reduction in cycle time or rework after SOP adoption
• Demonstrated experience supporting federal regulatory related programs and producing high-quality written products and operational tracking.
• Strong proficiency with Microsoft Office (Microsoft Word and Microsoft Excel) and Microsoft SharePoint-based trackers.
• Experience with compliance-oriented document handling (version control filing discipline audit trails).
• Ability to coordinate across stakeholders run intake and triage processes and manage multiple concurrent actions with minimal supervision.

Preferred Skills & Experience:

• Direct experience with Federal Docket Management System (FDMS) and Federal Register notice workflows and Paperwork Reduction Act processing support.
• Background in controlled information review environments (including familiarity with markings and release controls).
• Experience drafting standard operating procedures and job aids and training others on operational workflows.

Education and Clearance

• Bachelors degree (or equivalent relevant experience).

Clearance Requirements:

• Active Secret (or ability to maintain if required by the billet).

Company Description

Incorporated in 2012 MDW is a small business headquartered in McLean VA with a strong presence in Huntsville AL. We provide Federal government clients with financial management strategic planning acquisition and program execution. Our mission is to make our clients more successful by providing honest assessments exceptional analysis innovative thinking and unwavering client partnership.

Our core capabilities include:

• Strategic Planning
• Cost Estimating
• Budget Programming and Justification
• Budget Execution
• Acquisition Management
• Financial Systems Support & Integration

MDW Associates LLC (MDW) is an equal opportunity employer and does not discriminate in hiring or employment on the basis of race religion color sex sexual orientation gender identity national origin age marital status covered veteran status mental or physical disability pregnancy or any other unlawful basis unrelated to the ability to do the job. MDW seeks to employ talented ethical and entrepreneurial-minded persons. Our applicants and employees are protected from discrimination as required by Federal law.

Additional Information

We offer a competitive and comprehensive benefits and compensation package for our employees including but not limited to:

• Health
• Dental
• Vision
• Group Life Insurance/Long Term Disability/Short Term Disability
• Retirement/401(k)
• Flexible Leave Policy

Required Experience:

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