Job Description

Major Duties Responsibilities: Incumbent receives day-to-day direction from the Department of State's S/GSO and A/GSO. Assists with providing a full range of general support services including procurement operations, financial activities, maintaining related files and records, and other general administrative and clerical duties. The incumbent will assist with translating and interpreting tasks and orders requiring Russian language proficiency. The GSO Management Assistant works with the GSO to determine work priorities. The incumbent is a primary point of contact for all routine and emergency logistical requests and requests for services and assures distribution to the appropriate GSO sub-unit for action. The incumbent is the customer service representative for the GSO section, communicating with personnel from all levels within the Embassy. The position is in the General Services Section and under the supervision of the GSO/AGSO or Designee. This is a non-supervisory position. However, the position has oversight and will direct 3 - 5 contractors and vendors to respond to scheduled and unscheduled work assignments, and emergency situations or otherwise as instructed. Specific responsibilities include but are not limited to: * Using DOS standard secure procurement procedures, receives and processes requests for secure procurement from all Post agencies and the Consulate Generals. * Identifies procurement needs for appropriate approval in an online system, and follows up to ensure they are ordered, and received. * Prepares purchase orders, verifies item costs, and calculates total costs. * Maintains, retires, and destroys secure purchase order files in accordance with Department of State Record's management program. * Completes receiving reports. * Prepares in final or draft, routine correspondence related to procurement operations and follows up at appropriate times with AQM inquiring into the status of orders. * Follows up on incomplete shipments and vendor issues, stateside and locally. * Using Russian language skills, assists GSO with external queries, both in person and through remote channels such as telephone, email, mail, and fax, and liaisons with local contractors and vendors for order completion. * At year-end, prepares list of incomplete secure purchase orders for FMO takes appropriate action to receive materials or de-obligate funds. * Responsible for Health Unit and complicated state side procurements. * Assists the Contracting/Procurement Officer with documentation required by OPE for approvals on various procurement actions. * Assists with procurements requests from Non-State agencies, ensuring that all regulations, State and those of the requesting Agency are complied with. * Compiles documentation on unauthorized commitments for ratification. * Works closely with the FMO on funding matters, providing and receiving necessary information to properly manage the secure procurement operation. * Maintains Federal Acquisition Regulations and other secure procurement directives. * * Assists with special projects as assigned by the S/GSO or Management Officer. * Assist with any projects or duties as assigned by S/GSO and A/GSO Required Qualifications: * Must be 21 years of age or older, have completed secondary school or obtained a GED and possess a valid driver's license. * Must be able to type at least 40 words per minute, have excellent customer service skills, be familiar with word processing, and have a minimum of 2 years' worth of general office experience, some of which was in a complex, multi-section office environment. * Completion of college coursework related to business, finance, accounting, management, or other related fields is highly desired. * Familiarity with procurement operations in general and overseas post operations in particular is highly desirable. * A Top-Secret clearance and a 3/3 level in Russian are required. A BA degree may be substituted for work experience requirements. Duties/Responsibilities: * Receives logistical requests from personnel at all levels of the Embassy via ILMS and MyServices and distributes them to the appropriate office for action. * Coordinates with the GSO/AGSO to prioritize requests. * Tracks the status of all work orders from date of issuance to work close out. * Generates weekly/monthly reports, including printouts to include statistics on approved, outstanding, and completed work orders for the GSO/AGSO as needed. * Serves as sub-cashier for the GSO Office. Responsible and accountable for up to $5,000 per month. * Maintains accurate records and reports and performs administrative duties as assigned by the GSO/AGSO. * Escorts section visitors from the compound access control (CAC) point to the GSO Office for meetings with section personnel. * Must be a U.S. Citizen.

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