IRM Admin Assistant with Security Clearance

This position is in the Information Resource Management section (IRM). The incumbent assists the Information Management Officer (IMO) in performing a variety of Administrative functions. Daily supervision and tasks shall be assigned by the IMO or his/her designee. The IRM Administrative Assistant is the Russian-speaking liaison for IRM and provides front-line response to both internal and external contacts in addition to administrative duties, including maintaining contact databases, supporting VIPs and visitors, and preparing and submitting time and attendance reports. Major Duties and Responsibilities include but are not limited to: As the Russian linguist for the IRM office, the incumbent translates, interprets, and helps with tasks requiring Russian language proficiency. Assists IMO with internal and external queries, both in person and through remote channels such as telephone, email, chat, mail, and fax. Liaise with local contractors and vendors on behalf of the IRM section. Designated timekeeper for IRM. The incumbent is responsible for making entries on time and attendance (T&A) records in accordance with 4 FAH-3 H-525.3. Ensures that leave entries are made based on the approved leave application form, and that before recording premium time worked, that the premium time is authorized. Responsible for completing the T&A reports and for ensuring correctness of all recorded information therein before submitting these reports to the supervisor. He/she receives requests from other organizations within the Embassy for information concerning programs under the IMO's control. From available background data, assembles requested information or follows up to see that subordinates in the office submit required answers and respond to taskers within the specified time. Composes correspondence on own initiative, based on a knowledge of the IMO's views and section goals. Typical subjects include administrative matters, letters of acknowledgment, general office and programmatic policies, and acceptance of invitations. Acts as liaison between the IMO and subordinates by providing accurate, timely advice on procedures, reports, requirements, and other matters necessary to implement the IRM section's policies, directives, and instructions. He/she informs them of current issues and programs and schedules briefings by members of the staff for the IRM section. Controls the American officer's activities schedule and sets up, reschedules, or refuses appointments, accepts or declines invitations to meetings, and arranges for representation by a subordinate official when that is desirable. De-conflicts schedules and follows-up on IRM taskers. Manages travel and visitors for the IRM section, to include country clearance, facility access requests, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in touch with travelers en route, and submitting travel vouchers and reports. Tactfully questions visitors and callers to determine the precise nature of their inquiries. When inquiries concern highly specialized or technical matters, call the appropriate office to obtain the desired information, or makes arrangements for the visitors or caller to see a knowledgeable person on that day or a subsequent day. If business involves substantive programmatic issues, decides whether the importance of business, rank, or position of visitor is such as to require personal attention of the IMO, or if the visitor should be referred to another American officer or the appropriate division concerned with the specific programmatic issue. The incumbent is authorized to give out administrative and programmatic information to callers upon determination of their right to receive it. When calls involve matters on which the officer will require background information, tactfully postpones the conversation, obtains the required information, and presents the information when informing the officer of the pending call. Maintains and updates Standard Operating Procedure (SOP) documentation and keeps all documentation, both electronic and paper-based, up-to-date following established methods. Shares information using Department platforms and internal social media tools such as Diplopedia, Teams, and internal SharePoint repositories. Responsible for training his/her backup on the core functions of his/her portfolio and for coordinating leave schedules to ensure continuity of operations during scheduled and unscheduled absences. The incumbent must learn and become competent in the core responsibilities of his/her own backup portfolio. Assists in cleared American escort responsibilities, including IRM local contractors and for Classified Pouch and secure construction materials shipments, as assigned. Maintains and updates the IRM sections of the Emergency Action Plan (EAP) via the Post Emergency Guidance and Authoring System (PEGASYS) platform. Is the IRM section data manager for the Security and Accountability for Everyone (SAFE) emergency notification system and is responsible for maintaining and validating the emergency notification system database. Validates information in advance of a Post Emergency Notification System (PENS) drill and runs after action reports to identify coverage gaps. Maintains backup notification methods such as telephone trees for the IRM section if the SAFE is non-responsive. Performs other duties as assigned. Qualifications Must be 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 type or keyboard at least 40 WPM and be familiar with word processing, spreadsheets, and databases. Must have at least two years of general office experience and prefer candidate with experience interviewing. A BA or BS degree may be substituted for work experience requirement. A Top-Secret security clearance A 3/3 level in Russian is required