#CJ24 - 107 Resident Manager Admin Assistant

Major Duties and Responsibilities

Provide a full range of general support services, including personnel administration, contract administration, payroll administration, financial activities, etc., for the contracting company's office in Moscow, under the direction and supervision of the Resident Manager.

Perform all administrative and clerical services necessary in support of the Resident Manager and Contractor personnel.

Must be available for shift changes or overtime work as necessary to coordinate activities with the contracting company's base office and the administrative contracting officer's representative (ACOR) in Washington, DC.

Specific responsibilities include but are not limited to:

Personnel administrative duties include:

• Maintain Contractor personnel records; provide Contractor personnel with information pertaining to this contract and/or Embassy procedures and policies; assist contractor personnel in work related or personal matters as required; register all new Contractor employees with the Embassy and aid them in adjusting to the new environment; track all employee performance reports; ensure employee and Contractor compliance to employee contract/employment agreement.
• Coordinates new employees arrivals with the ACOR and the post including GSO, RSO, Property and Housing.
• Coordinates EOC employee events with WDC, Post and Travel Agent.
• Coordinates R&R events with employees, DOS, WDC Office and travel Agent.
• Coordinate RM's contiguous site visits with sites and obtain travel documents and airline tickets.
• Assist all employees with expense report, timesheet, payroll, repat funds, accrued leave, medical insurance and other questions, obtain data from WDC office when needed.
• Assist the Resident Manager by having working knowledge of the Contractor/DOS contract.
• Ensure all employee requests for annual leave, overtime, extensions, reclassification, R&R travel, etc., are in accordance with the contract.
• Payroll administration consists of collecting all employee bi-weekly time sheets and preparing labor hours invoice to the COR in Moscow and data spreadsheets for WDC office reports. Ensure all OT and leave hours are approved and accounted for.
• Maintain Contractor checkbook and petty cash. Keep documentation of all transactions and coordinates same with WDC office.
• Receives daily faxes and email from WDC office and prepares responses to questions and data requests.
• Coordinate Contractor requirements with other Embassy offices (i.e., travel, MED, Property units).
• Develop computer programs using MS Word, Excel, Access, Project, Outlook, and PowerPoint as necessary in order to facilitate tracking of personnel and project status requirements data and reports.
• Prepare correspondence, reports and invoices to the DOS and WDC Office as required by the Resident Manager or WDC office.
• Coordinate and implement all Office and Personal mail that is handled through the in-house mail system. Assist employees and staff with APO mail operations and distribution.

Qualifications

• Must be at least 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 use common office software and have at least two years of general office experience.
• Must have office management experience with computer based word processing, desktop publishing, spreadsheets, project management, email, presentations, and database systems.
• A BS or BA degree may be substituted for work experience requirements.
• Must have oral and written communication skills sufficient to produce employee evaluations and written reports for upper management and to brief upper management on project status.
• Knowledge of the Russian language at a 2/2 level is preferred, a 1/1 level is required.
• A Top Secret Security clearance is required.