(70%) Administrative Support
Provides all administrative services assigned by the GSO. Drafts various correspondence, documents, cables, memos, etc. and ensures their proper distribution, delivery, and follow-up. Receives and controls incoming correspondence and communication. Dispatches outgoing correspondence and reports. Drafts various correspondence, documents, cables, memos, and ensures proper distribution, delivery and/or follow-up. Takes meeting notes. Organizes and maintains the electronic filing system on the GSO Shared drive. Also maintains the GSO Section SharePoint site by ensuring the published information is accurate, complete, and up-to-date. Using information from various Department of State databases, including ILMS, DriveCam, and Win T&A, and RPA, locates and compiles information for various reports and briefings. Summarizes trends and presents the findings to the GSO officers.
Manages the GSO calendar. Serves as the Travel Arranger for the GSO officers. Coordinates complex domestic and international travel including all logistics, visas, agenda preparations and processing of expenses after each trip or event.
Tracks and orders office supplies for the section through ILMS/Ariba. Distributes the supplies throughout the GSO section. Manages the Representational supplies for the Front Office.
Serves as the primary back-up for the Management Officer Assistant. Handles the clearance and release of Management Policies and Notices and Diplomatic Notes. Provides translation and interpretation services.
(20%) Customer Liaison
Is the initial coordinator for all visitors to the GSO Section by assigning the contact person for the visitor and ensuring appropriate appointments, programs and/or schedules for the visitor. Enters access requests for visitors and escorts them in the office. Makes conference room reservations. Assists with translation and interpretation services. Maintains the visitors database for the GSO section. Serves as a liaison for embassy personnel with other GSO units, including Shipping, Motor Pool, Travel, Housing, Warehouse and Procurement. Keeps the GSO officers informed on all issues and developments within the embassy operations, and depending upon the importance and/or sensitivity of the matter, decides whether to direct action to a specific office or individual or bring it to the attention of the S/GSO. Coordinates the POV parking program at post.
Serves as the primary back-up for the GSO Customer Services Representative. Receives telephone and written requests via myServices from other embassy offices, officers, and family members. Follows up on myServices requests as needed.
Serves as the timekeeper for the entire GSO Section. Compiles, validates, and submits the bi-weekly time and attendance reports. Uses the Win T&A application for data submission. Manages the leave schedule for the entire GSO section.
Note: This position description in no way states or implies that these are the only duties to be performed by the incumbent. Incumbent will be required to perform other duties as assigned by their supervisor.