Management Support Assistant

vor 4 Wochen

Grafenwöhr, Bayern, Deutschland U.S. Army Europe and Africa Vollzeit
Job Title: Management Support Assistant

Join the U.S. Army Europe and Africa team as a Management Support Assistant in Grafenwoehr, Germany. This is a temporary full-time position (38.5 hours/week) until the return of the permanent incumbent, not to exceed 30-Sep-2026.

Job Summary:

The Management Support Assistant will perform technical and administrative work, monitoring the hand receipt of the Division, preparing specifications and estimates covering procurement, operation, control, and utilization of materials, tools, and equipment required to accomplish the mission of Buildings and Grounds Division, DPW Grafenwoehr.

Key Responsibilities:
  • Manage the equipment of Buildings and Grounds Division by maintaining and monitoring databases for equipment or density lists using a PC to record changes from turn-in or new acquisitions.
  • Compose correspondence and make one-time and recurring reports relative to the Division operation.
  • Determine actual equipment requirements as requested through the Branches, verify if TDA authorization is available, or prepare justification for approving documents (Form 71-13A).
  • Acquire brochures, technical descriptions, and cost estimates for the preparation of the complete bidding package, including specifications/work statements.
  • Control and keep track of the entire acquisition process from property accounting, financial procedures, acceptance of delivered equipment until final payment.
  • Review and analyze annual work-plans for the equipment/furnishing program.
  • Coordinate with maintenance activities regarding repair status and turn-in of equipment.
  • Prepare all documents for the turn-in process and coordinate or arrange appointments with involved activities as PBO, RSSA, Transportation, and finally disposal at the depot.
  • Coordinate with all Divisions, Branches, and Sections for determination of the annual replacement package of IFMS vehicles.
  • Identify with the respective supervisor their needs in regard to type, size, accessory options, or special attachments to perform assigned mission.
  • Coordinate purchase and maintenance problems of IFMS vehicles with Fleet Management and IFMS authorizations.
  • Initiate all requests for vehicle modifications.
  • Maintain Division hand receipt of property book items in a total value of more than 12 million dollars.
  • Be responsible for the acquisition of all property and expandable items, such as office supplies, shop tools, and equipment, as well as provision of safety and protective clothing.
  • Monitor sub-hand receipts for 13 B&G Shops and conduct semi-annual cyclic inventories together with the shop supervisors to ascertain existence.
  • Perform actions related to loss or settlement of damages based on Reports of Survey covering division property.
  • Advise responsible persons on existing regulations and local procedures and apply proper approach when contacting the person involved and make decisions on appropriate action to be taken.
  • Verify and sign procurement, receipt, issue, and turn-in documents for items enrolled by the Property Book Office.
  • Keep records and databases to provide exact financial inventory control and accountability.
  • Perform duties as a Government VISA card holder for the purchase of all office supplies, tools, small equipment, including Property Book items up to a value of $2.5K per item, and small services in the same range.
  • Verify that all purchases paid by VISA card comply with the Federal Acquisition Regulations and agency regulations.
  • Reconcile monthly/quarterly statements for accurate financial accountability.
  • Prepare specifications for small services and supply purchases independently, solicit vendors for compete bidding, validate offers, if prices are considered to be fair and reasonable, and award to the lowest bidder.
  • Certify that the quantity and quality of the items/services furnished are in accordance with the agreement with the vendor.
  • Document records regarding competition and reasonableness of price as required by FAR.
  • Receive incoming correspondence, screen material to determine its proper distribution, attach background documents from files, and forward to the appropriate office for action.
  • Refer visitors and phone calls to pertinent personnel.
  • Provide information to customers as requested from own knowledge of organization's activities.
  • Compose correspondence, memos, reports, records, etc., addressed to US or German governmental agencies, researching and using additional data from records, files, and references as required.
  • Segregate and file material accordingly.
Requirements:
  • English Language Proficiency level B2 and German Language Proficiency level C1 required.
  • Bewerber müssen den Führerschein Klasse B besitzen.
What We Offer:

We offer a global employer who stands for cultural diversity and equal opportunities, employment in an international environment with a welcoming atmosphere, high-level job security, and attractive pay under German tariff agreements (CTA II; Protection Agreement) including, but not limited to, the following tariff entitlements:

  • 30 days of annual leave; 36 days for severely handicapped employees (additional time-off on 24 & 31 December per tariff agreement)
  • Vacation and Christmas pay (total of 13 monthly salaries)
  • Various additional social benefits (e.g., employer pension scheme through Allianz group insurance; property accrual payments)

Beyond the tariff agreement, we offer usually time off on 8-9 U.S. holidays due to work hour redistribution (governed by shop agreement), employer-specific programs for flexible work schedules; mobile work; length-of-service/performance awards, health promotion and fitness programs, including free use of employer-run fitness centers.

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