#CJ24-1130 GSO Administrative Assistant - Procurement Clerk

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 support services including procurement operations, financial activities, maintaining related files and records, and other administrative and clerical duties related to procurement. The incumbent will assist with translating and interpreting tasks and orders requiring Russian language proficiency.

Specific responsibilities include but are not limited to:

• Using DOS standard secure procurement procedures, receives and processes requests for 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 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 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 procurement operations.
• Maintains Federal Acquisition Regulations and other 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 B.A. degree may be substituted for work experience requirements.