Support Service Specialist - Yorktown Systems Group

Summary:

Yorktown Systems Group is seeking a qualified Support Service Specialist to support the Foreign Service Institute. FSI requires administrative support, and other operational and training program support services within the five components EX, and the Office of the Director. The services under this contract are a blend of administrative support services and scope also encompasses a broad range of program support and professional service expertise necessary to deliver the critical training that FSI delivers. The employee shall provide support to FSIs constantly evolving training objectives while maximizing customer service provided at the schools and divisions that utilize this contract.

Specific duties may include, but are not limited to:

• Building/Facility Management

Liaises with the building owner and management company and provided engineering and maintenance contractors on issues regarding the HVAC, ventilation, space renovation, and operation and maintenance of the FSI 1200 Wilson Boulevard annex. Ensures adequate level and quality of services are provided that support FSIs atypical (not traditional office) programs. [examples: combination of large and small classrooms with varying sized populations that impact HVAC requirements; computer classrooms and labs (including servers in many cases) with special electricity draw requirements; heavier than normal custodial requirements due to FSIs large and transient student population]

Analyzes building/facility problems as they arise, evaluates potential impact on FSI program operations, coordinates with COR and Division Director to negotiate with the facility management contractor to resolve in the most expeditious way possible; where short-term changes in FSI program operations are required, works with FSI offices to develop solution options, and affects them. Regularly performs building inspections to identify areas that need attention (e.g., painting, blinds repaired, carpeting replaced, etc.). Incumbent tracks and monitors General Services work orders assigned to 1200 Wilson Boulevard facilities staff to routine work.

Coordinates work to maintain the extensive signage program at 1200 Wilson Boulevard. Ensures the updating and maintenance of hall signs, safety and other signs. Receives and reviews request for updating room/office/cubicle signs and nameplates.

• Telecommunications

Coordinates and arranges with GSO staff for all telephone-related services, as well as other communications digital senders and data-FAX services for the 1200 Wilson annex. Maintains a working relationship with government and commercial telephone company staff.

• Property Management

Incumbent is responsible for overseeing the property management program for FSI property and equipment at 1200 Wilson as directed by the Accountable Property Officer. Individual also oversees current annex records of non-expendable property, assists with reconciling discrepancies, processes disposal actions, assists with conducting inventories, routes necessary paperwork such as transfer documents and property removal documents to the Accountable Property Officer at the main FSI campus for necessary approval signatures.

Incumbent receives equipment and supplies and ensures that items received are not defective and conform to specifications. Prepares or ensures the preparation of receiving reports for approval official signature, property documentation for inventory records, assignment of property bar-codes, and arranges for delivery and/or installation. As the GSO person assigned, ensures that property is maintained in good condition and that repairs are requested and performed as necessary. Incumbent is responsible for the proper inspection of excess non-expendable property and for the processing of necessary documents to approval officials to ensure proper and timely disposal.

As a training facility, the Institute has centralized the procurement of supplies which are required for the classroom routinely. Incumbent is responsible for oversight of this non-expendable supply chain to assure supplies are consistently ordered through the institute automated supply system and available at the 1200 Wilson Boulevard Annex; to identify stock that is excess; to oversee annual inventory of on-site stock.

• Security Management & Safety

Under the general direction of the General Services Officer/Bureau Unit Security Officer, liaise with Diplomatic Security and/or the on-site DS guard force concerning security issues for the 1200 Wilson Boulevard annex location, ensuring that management is aware and complies with the Departments security regulations. Reports alleged security violations to the General Services Division Director who is also the Bureau Unit Security Officer Ensures that issues with locks, combination changes and additional physical security requests (Mosler safes, door locks, etc.) are forwarded to the Bureau Unit Security Officer for action.

Participates in the development and maintenance of the 1200 Wilson Boulevard annex Facility Emergency Action Plan (FEAP). Participates in periodic exercises of the plan, assists in monitoring and evaluating the conduct of the exercise in order to ascertain areas to adjust or improve. As the on-site GSO person assigned, oversees the fire and safety programs. Ensures that fire extinguishers and alarms are properly maintained and that safety problems and hazards in the buildings are corrected by facilities staff and/or brought to the attention of GSO COR, Division Director or Deputy Director.

• Space Management

Coordinates office moves, including the preparation of plans for the layout of personal property, and the integration of telecommunications, computer, and/or audio-visual requirements. Oversees the movers. Works with FSI staff and contractors on the use of modular workstations and furniture that ensures optimum space utilization and efficiency.

Individual provides oversight in connection with the scheduling of classroom space in the 1200 Wilson Boulevard annex. Incumbent participates in the annual room reservation call to program in planned course delivery and classroom needs and monitors on an ongoing basis based on programmatic changes and rescheduling. As the GSO person assigned, ensures that room assignments and information on assignments are properly coordinated with all appropriate offices and room setup personnel. Provides necessary instruction to the contract building facility staff regarding moving furniture and equipment, and the timely and correct set-up of classrooms, performing spot checks to ensure quality and that rooms are kept in suitable condition for training purposes.

• Miscellaneous

The incumbent may perform one or more of the following duties as assigned: - Provides technical assistance of the operations of mail services at 1200 Wilson Boulevard. - Liaises with the Bureau of Administration regarding shuttle bus service to SA-42, handles staff and student issues, runs as required; - Provides assistance to FSI instructors and students in instances where programs utilize FSI GSO activities as a real-life, hands-on training exercise. - Provides support to special events sponsored by the Institute. Performs work to arrange the provision of services such as catering; rental of chairs, tables, tents, risers, etc.; additional security officers; additional contract labor support; and other logistical support.

Required Qualifications:

• A broad knowledge of administrative management concepts and practices sufficient to allow the incumbent to actively implement the Institutes general services program, provide advice and guidance to the full range of Institute employees, and training to staff members.
• A knowledge of laws, regulations, policies, and precedents covering building and facility management, general services work sufficient to implement changes in policies.
• A knowledge of property management regulations and procedures to ensure the proper utilization and accountability of Institute property.
• A knowledge of Departmental, federal, and local safety/security laws, regulations and building codes in order to implement, monitor, improve, test, and determine corrective actions regarding the safety and security of all persons occupying and visiting the 1200 Wilson Annex.
• Ability to communicate well in writing to prepare memoranda, reports, e-mails and other written materials.
• Ability to communicate well orally to provide advice to Institute managers and employees, give recommendations, conduct project presentations. Good negotiating skills are required for the incumbent to achieve Institute goals in interactions with other bureaus, offices, and organizations.
• A minimum of 3 years relevant experience.
• A college degree is preferred.

Clearance: Must pass a background check

Location: Rosslyn, VA.

Travel: Some Travel May be Required

Job Requirements:
Other duties as assigned.