SUMMARY
Provides account administration, procurement and project support to the Operations Team and is the principal point of operations contact and liaison with internal and external constituencies. Takes accountability for entire process from receipt of work to resolution and closure. Responsibilities require coordination of information among various operational areas and customers.
MAJOR DUTIES AND RESPONSIBILITIES
- Hold primary responsibility for the management of major operations accounts by being the first point-of-contact for account representatives; contract initiation, identify issues and attempt to resolve satisfactorily; billing auditing/reconciliation, invoice processing, resolves invoicing issues, resolves account discrepancies, explains anomalies on an account, add/remove users from accounts, and ensure account changes are seamless to the end-user. Accounts (value up to $2.5 million) include utilities, security and facilities management support.
- Coordinate with the Operations Directors and Associate Vice President in developing annual budgets totaling in excess of $10 million and operating plans for Security, Facilities, and Information Services in particular and all Operations programs. Responsible for running reports on expenditures, tracking expenditures against budget and making recommendations on budget savings and additional needs for Security, Facilities, and Information Services directly. Brings budget shortages or surplus to the attention of the appropriate Directors.
- Serve as the purchasing agent for the Operations team through order placements and invoice/statement reconciliation by managing multiple credit cards for the Operations team and attending to last minute emergency purchases in support of the Institute whenever needed.
- Serve as Contracting Officer Representative (COR), with signing authority up to $10,000; Includes close coordination with Finance and Procurement teams to obligate and expend funds, monitor payments, and resolve invoicing issues. Actively involved in contract review and execution to guarantee the work is in compliance with Institute and federal regulations.
- Maintain and assist in interpreting Operations policies and procedures.
- Assist in drafting special reports; maintain department databases including parking QuickBase application and FoxFMS Asset Management and their support staff.
- Manage Department of State badging through staff meetings, coordination with DOS badging officials, processing of DS1838 and official release letters, support during the badging process, database maintenance of badges for renewals and cancellations and support with DOS access and issues.
- Provide meeting support, including drafting agendas and minutes.
- Serve as a customer liaison for all concerns and issues and follow up on Facilities issues and other customer service needs.
- Provide assistance to the Associate Vice President and when needed Senior Vice President/CFO on scheduling, reviewing correspondence, membership renewals, maintenance of MOA/MOU’s with various federal agencies, and other tasks as assigned.
- Provide administrative support to directors of Security, Facilities and Information Services.
- Responsible for identifying, analyzing, determining solution and resolving issues with accounts, contracts, facilities needs, furniture concerns, ergonomics, etc. Major issues are brought to the attention of the appropriate director or Associate Vice President.
- Perform other duties as assigned.
QUALIFICATIONS
- Applicants must be U.S. citizens or nationals of countries listed in a U.S. Collective Defense Arrangement per the Department of State. To see a list of those countries, go to http://www.state.gov/s/l/treaty/collectivedefense/index.htm.
- Bachelor’s degree in Business Management, Accounting or related degree or equivalent experience in a related field is required.
- Minimum of five years of related experience required.
- Experience in a customer service or service oriented environment required.
- Must be familiar with budgets. (developing, maintaining and tracking budgets within the federal budgetary system and budgets in excess of $10 million)
- Federal government experience is a strong plus in particular familiarity with federal purchases and GSA Advantage.
- Must have strong computer skills, including proficiency in Microsoft Office products.
- Must have experience managing data and running reports in databases.
- Must be capable of handling confidential information appropriately.
- Ability to analyze information and make recommendations.
- Strong candidates will have excellent administrative, analytical, and writing skills.
- Must have the ability to work independently and as an integral part of the team.
- Must have strong organizational skills and the ability to handle multiple, often competing, priorities.
- Must have strong interpersonal skills as well as excellent verbal and written communication skills.
- Must have a strong customer service background.
- Must have ability to quickly respond and professionally provide service to all Institute employees and contractors.
- Strong candidates will have excellent interpersonal skills as well as excellent administrative, analytical, and writing skills.
- Must be able to periodically work evenings and/or weekends.
- Must be able to pass an extensive OPM background check. Active clearance is a strong plus.
All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.
Compensation is commensurate with qualifications and experience.
How to Apply
To be considered for this position, please submit a complete application package consisting of:
- Cover letter
- Resume
If a link does not appear on your screen to “Complete your Application”, please go to www.usip.org/work-us to submit your cover letter and resume.
If you are having problems submitting your online application, please try another browser (Internet Explorer and Firefox work best). If the “Email your Resume” button does not respond, right click on the button and select ‘copy shortcut’ or ‘copy email address’ and send your resume to the copied email address using your personal email account.
For questions about this position, please email recruitment@usip.org. Do not send resumes or attachments to this email address.
Only those applicants that are selected for further discussions will be contacted.
No Phone Calls. Interviews will be scheduled by appointment only.
USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.
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