SENIOR LOGISTICS SPECIALIST V
DESCRIPTION OF DUTIES
Oversees the processing of daily audit exceptions for various contracts and tenders. Responsible for the evaluation of invoices for contracts and tenders, verification of fiscal dates, creation of credit entries, voucher approvals, and preparation of various financial reports relating to transportation goods and services. Collect pertinent data for prompt and accurate payment of invoices and vouchers. Prepare and evaluate reports for transportation management officials. Communicate payment actions to prevent violations of the Prompt Payment Act.
Provide technical support for shipment of U.S. Department of State and Department of Defense shipments. Ensure timely and correct shipment data entry into the Department of State’s Integrated Logistics Management System (ILMS). Provide and analyze cost information relating to the movement of effects across various contracts and routes. Create work orders and calculate the authorized costs for services provided. Resolve inquiries from service providers relating to work orders or payments ensuring all invoices are processed and paid in accordance with the Prompt Payment Act. Keep personnel updated on status of shipments and ensuring that shipment data is accurately monitored and updated in ILMS. Utilizes ILMS reporting tools to track shipment status and ensure missing ILMS data is supplied, and requirements are completed efficiently. Route automated transportation and travel inquiries and emails to internal and external recipients.
Provide updates and advise management of problems encountered with service providers or negative shipment trends. Utilize automated survey tools to ensure shipment compliance. Manage and report shipment violations to DOS personnel for delinquent penalties assessed against service providers.
Utilize ILMS to collect pertinent shipment data directly related to efficient management of shipments. Route shipments to authorized destinations and ensure required documentation is completed. Initiate corrective action to ensure that shipments are managed efficiently.
Provide direct oversight of employee/carrier survey tools and address service performance issues for non-compliance with transportation services.
Draft correspondence, conduct meetings, and negotiate resolutions to problem situations relating to performance standards.
Conduct transportation related instructional presentations for students attending various training sessions at the Foreign Service Institute and other venues and provide transportation presentations for working groups composed of Department personnel, other government agency employees, and transportation industry representatives.
Serve as a Team Lead and ensures that work requirements of team members are met in alignment with DOS policies, guidelines, and procedures. Participate in meetings with DOS management officials for review of business processes as necessary to ensure efficient operation of the office.
Provide technical support to posts regarding transportation regulations and policies. Manage projects related to development of long-range plans to improve transportation services. Responds to all emails and phone inquiries within 24 hours of receiving the message. Initiates contact with applicants, through e mail, telephone and/or written correspondence to obtain verification of furnished information or to request additional data required to develop the claim. Determine where fault of transportation service providers reasonably lies. Assist with pursuing recovery from third parties liable for loss, damage, or destruction of personal property on behalf of the State Department or other agencies. Review and process claims through the MyServices application in accordance with the Military Claims Act to ascertain the liability and amount of damages incurred. Ensures copies of all documents related to each claim are filed in the designated area. Maintains share drive folder with required information for all received letters of intent, high value inventories, claims received, etc. and stores them designated location. Counsels’ employees as to procedures for substantiating claims, particularly when submitted evidence is not adequate for adjudication. Ensures Claims Query mailbox is kept organized and all emails are archived to designated location within 24 hours of being completed. Oversee initiation of payment vouchers for approved claims. Evaluates and makes recommendations on requests for reconsideration submitted by claimants. Reviews files forwarded to higher authority to ensure that memorandum describe action taken by local authority and provides recommendations to the higher authority regarding the amount of compensation.
Performs additional assignments, studies, and special projects at the direction of the supervisor.
Serves as a backup to the Supervisory Logistics Specialist / Program Manager.
Provide supervision, manage time and attendance, and ensure proper office coverage of contractor personnel across multiple Branches. Keep Branch/Section Chiefs informed of any absence of staff that will affect fulfillment of their assigned daily tasks.
Advise Branch/Section Chiefs and/or COR as needed via e-mail or written notification of problems encountered with the Integrated Logistics Management System (ILMS) or any of the other systems used in support of assigned responsibilities. Answer questions/concerns and research incoming email requests related to auditing, entitlements, and general transportation topics. Route automated transportation and travel inquiries and emails to internal and external recipients.
Advise Branch/Section Chiefs and/or COR as needed of concerns and questions initiated by transportation service providers, transferring employees, and unique questions of other operational procedures of a non-routine nature.
Serves as a subject matter authority on complex travel programs for the Department and other foreign affairs agencies receiving travel support from DoS. Furnishes advice, interprets policies, and analyzes current and proposed regulations, laws, executive orders and international agreements for impact on Department travel operations. Studies proposed regulations and/or legislation affecting passenger travel by all modes of transport to establish an agency position and assess the potential impact on program operations. Develops policies and procedures and establishes program support requirements for centralized capture and management of travel expense reporting data for the bureaus, the Department, and the Office of Management and Budget (OMB). Carries out special projects related to the development of long-range travel plans, policies and programs, planning methods of approach, conducting fact-finding, data analysis, and developing and presenting conclusions/recommendations to management. Prepares a variety of written documentation, including correspondence, instructions, procedures, directives, regulations (i.e., FAM), presentations, and reports pertaining to functional travel matters. Conducts travel related instructional presentations for students attending various training sessions at the Foreign Service Institute and other venues, and provide travel presentations for working groups composed of Department personnel, other government agency employees, and transportation industry representatives.
Oversees and conducts research on a variety of travel matters, including: 1) impact of new, proposed and existing legislation, Comptroller General decisions, and Federal policies affecting Department travel programs; 2) impact of new travel techniques; 3) effect of new or revised programs on agencies receiving travel support from the Department; and 4) efficiency of travel programs. Based on findings, prepares reports, proposals for substantive program changes and/or recommends other technical/administrative actions to be taken.
Works daily with the Department’s Travel Management Center (TMC) at Main State on operational or customers’ issues as they arise. Responds to customer feedback by researching individual cases and providing detailed, written analysis of incidents to customers and management. Writes and reviews Standard Operating Procedures at the TMC, including Regional TMCs, for clarity and thoroughness.
Serves as liaison between A/LM/OPS/TMP and other DoS Bureaus and offices, and external Federal agencies and the industry. Represents the Department at Inter-Agency Travel committee meetings and provides DoS perspective on new of changing travel entitlements; represents the office at other meetings, on committees, and conferences involving travel operations, policies, and procedures; participates on interagency working groups to coordinate and manage program activities; develops and presents briefings to senior management.
Carries out additional assignments, special projects and/or studies as directed by the Division Director or his/her designee.
QUALIFICATIONS
The incumbent must have:
Verifiable Work Experience Required:
Job Types: Full-time, Contract
Pay: $102,000.00 – $106,500.00 per hour
Benefits:
Schedule:
Education:
Experience:
Security clearance:
Work Location: One location
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