IRM Administrative Assistant - Immediate Interviews!
Company: PAE Incorporated
Posted on: September 16, 2021
Supporting the Most Exciting
and Meaningful Missions in the World
IRM Administrative Assistant
PAE is seeking a Information Resource Management (IRM)
Administrative Assistant to support the US embassy in Moscow,
Russia. The selected candidate will assist the
Information Management Officer (IMO) in performing a variety of
Administrative functions. Duties and responsibilities
listed below are not mutually inclusive.
Major Duties and Responsibilities include but are not
As the Russian linguist for the IRM office, the incumbent
translates, interprets, and helps with tasks requiring Russian
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
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.
The incumbent receives requests from other organizations within
the Embassy for information concerning programs under the IMO's
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
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 onIRM 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
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
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.
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.
Ability to obtain a U.S. government top-secret security
clearance and a 3/3 level in Russian are
PAE is proud to be an Equal Opportunity
Employer. Our hiring practices provide equal opportunity for
employment without regard to race, religion, color, sex, gender,
national origin, age, United States military veteran’s status,
ancestry, sexual orientation, marital status, family structure,
medical condition including genetic characteristics or information,
veteran status, or mental or physical disability so long as the
essential functions of the job can be performed with or without
reasonable accommodation, or any other protected category under
federal, state, or local law.
EEO is the Law Poster
EEO is the Law Poster Supplement
Keywords: PAE Incorporated, Washington DC , IRM Administrative Assistant - Immediate Interviews!, Other , Washington, DC
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