Management And Program Assistant
MANAGEMENT AND PROGRAM ASSISTANT Vicenza, Italy Ausschreibungsbereich FOR THIS POSITION APPLICATIONS MUST BE SUBMITTED IN ENGLISH.
Applications will be accepted from INTERNAL Local National employees who are seeking promotion or reassignment.
If you have any questions about this vacancy or the application process, please email us at: ****** or call 0444-715026 from 14. 00 to 16. 00 (Mon-Fri).
Hauptaufgaben Incumbent provides administrative support and assistance in the management and operations of Resident Officer in Charge of Construction Northern Italy (ROICC NI) located in Vicenza, Aviano and Livorno.
Reviews the structure and functions of these organizations with interrelated work processes or functions to resolve substantive administrative issues of broad scope and to improve efficiency.
Receives, distributes and tracks all official correspondence both technical and administrative in nature to ensure action is taken by appropriate office personnel.
Reminds management of impending deadlines and alerts them to matters which may warrant their attention.
Responds to routine items that can be resolved from available records, personal knowledge, or through consultation with office personnel.
Manages digital files of all incoming and outgoing correspondence.
Maintains, issues, and updates key inventory and conducts semi-annual inventories of keys.
Develops statement of work for maintenance for the facility.
Coordinates repairs with maintenance team.
Incumbent updates, revises, sorts, calculates, and manipulates data in spreadsheets and information management systems to meet multiple report formats and standards.
Routes and tracks installation pass requests, digging permits, and other project critical administrative requirements ensuring they are processed by the appropriate agencies in a timely manner.
Receives, distributes, and tracks contract notifications to/from IBC for new construction projects.
Processes all contractor base access requests.
Prepares, processes, and maintains time and attendance and leave for Local National employees.
Serves as liaison between the employee and Payroll Office in helping with pay problems and submission of pay inquiries.
Acts as a liaison between higher headquarters administrative staff and local Civilian Personnel Office staff.
For U. S. personnel, processes employees who are in-processing/out-processing and inputs changes to the payroll accounts in SLDCADA and the master Employee Record.
Maintains an up-to-date personnel folder for all office personnel.
Processes personnel actions such as reassignments, awards, performance appraisals, etc.
Serves as the Telephone Control Officer (TCO) for ROICC Vicenza and ROICC Livorno and as the official vehicle coordinator with the GSA-IFMS agency for all three NAVFAC ROICC offices in Northern Italy.
Serves as coordinator with VIOS through the Visual Information Website for reproduction of drawings and specs, and coordinates command reproduction program to ensure efficiency.
Serves as support for the employee's family members during PCS or during a military deployment.
Incumbent coordinates logistical, transportation and administrative requirements for official visitors and for new staff arriving to the ROICC Vicenza office.
Translates official correspondence into English and/or Italian.
Participates in meetings with contractors and performs translation services, as required.
Receives, validates and processes a varied number of obligation documents such as travel orders, training tuition fees, supply status reports or requisitions, MIPRs, purchase requests, commitments forms and contracts.
Verifies availability of funds and obligates necessary dollar amount.
Records the appropriate fund citation on the commitment obligation document and continually updates records of status of funds for assigned budget accounts to reflect effects of budgetary transactions.
On a monthly basis, informs headquarters budget analyst of the fund status and refers to him/her for approval of additional funds, if necessary.
Processes and records billing invoices.
Reviews and consolidates invoices for correct and proper transactions.
Coordinates with accounting for prompt transaction and problem resolution.
Maintains automated ledgers to manage funds and accounts.
Incumbent reviews and verifies internal and contractor requests for payment, payment vouchers, and time and services provided.
Posts ledgers and changes them accordingly for contract modifications.
Ensures approval of modifications, verifies accuracy of invoices, corrects discrepancies and duplicate billings, and verifies transactions.
Receives financial reports and checks them against file copies of obligations documents to verify the accuracy and validity of transactions posted to the accounts.
Resolves all computer-generated exception conditions related to these transactions.
Administers the Government Purchase Card (GPC) program for the office and is responsible for maintaining auditable files of all GPC purchases and related correspondence.
Ensures successful accounting for IMPAC expenditures.
Receives requests for travel/TDY from members of ROICC staff ensuring that new U. S. employees are registered in DTS.
Determines travel entitlements and restrictions, costs estimates, travel dates, modes of transportation, availability of government or civilian lodging, and messing.
Ensures the travel requests are routed through the Chain of Command to obtain approval for the performance of the travel and expenditure of funds.
Prepares and reviews procurement documents and reports, as well as maintaining various procurement files.
The incumbent maintains all aspects for compliance with the Contract Performance Assessment Reporting System (CPARS) within ROICC NI, assisting with resolving CPARS system and policy issues that can be resolved at the focal point level.
The incumbent receives, logs, verifies contractor invoices, tracks routing, and processes for payment both commercial bill pay office and Wide Area Workflow (WAWF).
Maintains and troubleshoots the local area network within the ROICC office.
Maintains hardware and software information systems.
Acts as a liaison between higher headquarters IT staff and local Signal Brigade and S6 shop staff to ensure compliance with Information Security requirements from both organizations.
Maintains inventory of all equipment and furniture.
NOTE: Tour of duty is 40 hours per week, Monday through Friday from 08. 00 to 17. 00, including a 1-hour uncompensated lunch break.
Qualifikationsanforderungen MINIMUM QUALIFICATION REQUIREMENTS: Applicants must meet the qualification requirements in the "Qualification Standards" published by U. S. Office of Personnel Management, as summarized below.
EXPERIENCE: Applicants must have a minimum of 1 year of Specialized Experience equivalent to at least the UA-04 grade level.
Specialized Experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled.
NOTE: Knowledge of the English and Italian languages is required in order to communicate, verbally and in writing, and to translate from one language into the other.
Auswahlkriterien auswählen Not applicable.
Beschäftigungsbedingungen Not applicable.
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