ADMINISTRATIVE SUPPORT ASSISTANT

U.S. Army Europe and Africa; Vicenza; In loco; EUR 25.000 - 35.000; Tempo pieno

Descrizione del lavoro

A military organization in Vicenza, Italy, is seeking an Administrative Support Assistant. The role involves managing files, coordinating data with various departments, and assisting with personnel actions and payroll. The ideal candidate has at least one year of experience in a similar capacity or relevant education. Applications are accepted in English only, and full details of roles and responsibilities are outlined in the job listing.

Competenze

• Minimum 1 year of specialized experience at UA-05 grade level.
• Education can substitute for experience.
• Experience in office management and liaising with HR.

Mansioni

• Maintain files and manage correspondence.
• Coordinate with departments to gather data.
• Assist in payroll and personnel actions.

Conoscenze

File management

Office automation

Coordination skills

Communication

Formazione

Diploma di Laurea triennale

Strumenti

Word processing software

Descrizione del lavoro

ADMINISTRATIVE SUPPORT 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 call us at 0444-715026 from 14.00 to 16.00 (Mon-Fri).

Hauptaufgaben

Incumbent sets up and maintains files according to DeCA filing system. Performs periodic inventory of files and purges outdated information. Coordinates with departments, searches files and publications and gathers / develops data to maintain current status and trends on required reports, information, and other management data, e.g., updating standard operating procedures, or authorization letters designating employees as point of contact or as members of committee / board. With supervisor's feedback, responds to correspondence based on information in office files or based on current or previous experience. Reviews out-going correspondence to ensure correct spelling, grammar, accurate typing, and appropriate format. He / she maintains appointment calendar for the store director, scheduling and rescheduling appointments and meetings as necessary. Attends director's staff meetings, takes notes and types in final format. Orders and maintains all directives, handbooks, collective bargaining agreements, policy letters, and forms. Informs the store director and managers of any major changes in administrative directives or procedures that would impact on the store and its employees. Incumbent uses the full range of office automation equipment and word processing software to produce a variety of documents. He / she serves as the personnel liaison between the commissary and the Human Resources Service Provider performing duties identified for the Store Personnel Point of Contact. Generates all requests for personnel action using requests for personnel action or equivalent and providing all required attachments. Monitors status of personnel actions and ensures that action requests are timely. Coordinates with the appropriate specialist at the HRSP to resolve all personnel issues; provides general information about benefits such as health benefits open season, thrift savings plan open season, retirement planning information, leave service computation date; generates training requests for store personnel. He / she serves as the payroll liaison between the commissary and the customer service representatives in the region Resources Management Division to resolve payroll situations within the store. Reviews all entries to ensure accuracy and completeness and makes necessary corrections to ensure that the employees are paid in a timely manner. Maintains the property accounting register relating to supplies and equipment procured for the commissary. Incumbent is responsible for the accountability, control, procurement, issue, and disposition of supplies and equipment required in the operation of the commissary. Responsible for scheduling and maintaining maintenance cost of equipment and other specified data into the Defense Property Accountability System. Checks Commissary Equipment Authorization Listing, supply catalogues and DeCA Directives in determining supply / equipment needs for procurement as required. Incumbent insures that items of an urgent demand or critical nature meet regulatory guidelines for procurement. The incumbent places supply orders through on-line, web-based contacts with the commercial suppliers. Assists management with cyclic accountable inventories of all supplies by department and equipment procured for the commissary. Receives equipment and supplies from the receiving department when it comes into the store from the manufacturer on a shipping manifest.

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 Handbook as summarized below.

EXPERIENCE : Applicants must have a minimum of 1 year of Specialized experience to at least the UA-05 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.

OR

SUBSTITUTION OF EDUCATION FOR EXPERIENCE : Diploma di Laurea triennale plus 30 CFU towards a Laurea Magistrale / Specialistica; education must be directly related to the occupation.A copy of the diploma and transcripts must be provided.

If applicants wish to substitute education for experience copies of the "Diploma di Laurea / Master" and transcripts must be submitted at the time of application to the following email address :

[e-mail]

Please specify the vacancy announcement number on the subject line of the email message. Failure to submit documents in a timely manner may result in a disqualification rating.

HOW YOU WILL BE EVALUATED : In order to qualify for this position, your application must provide sufficient experience to meet the requirements of the position. You will be rated based on the experience and education described in your application and the documents that are submitted.

Auswahlkriterien auswählen

Not applicable.

Beschäftigungsbedingungen

Not applicable.