Temporary Agricultural Administrative Assistant

Beskrivning av arbetsuppgifter:
Regional Office Budget Management: (50%)
Manages complex regional budget and office credit card account in accordance with established FAS and general government procedures and regulations encompassing salaries, administrative support, representation, procurement of supplies and equipment and services, maintenance and travel for the FAS/Stockholm five country region. Functions as the office "cashier" in charge of the FAS petty cash fund and credit card. Drafts quarterly budget cables. Responsible for equipment and furniture inventory management for the office and the AgCounselor's residence. Prepares documents pertaining to official travel and other expenditures of office funds in accordance with established procedures and post operating manuals. Maintains office files, prepares general correspondence, materials and reports in accordance with established procedures, style manuals and specified formats. Manages the stocking, ordering and delivery of office supplies and the delivery and distribution of office correspondence, incoming mail, and unclassified cable communications. Sets up appointments for office staff and Agricultural Counselor and follows up to alert of upcoming meetings. Answers main telephone, directs calls to staff members and takes messages. Keeps track of staff and AgCounselor's schedules.
Business and Public Assistance: (25%)
Responds to general oral and written requests for information about agricultural import and export opportunities using multiple references, including trade lists and directories. Supplies U.S. business representatives with lists of local agricultural importers and exporters and provides information and advice to U.S. exporters and local importers, in coordination with Marketing Specialist and Agricultural Specialist. Abstracts or compiles raw data from newspapers, trade publications, and government documents relating to local agricultural trade import requirements. Responds to requests from travelers regarding restrictions on bringing plants, animals and their products into the United States. May translate into English non-technical portions of news items, articles, or documents dealing with agricultural matters. As requested, summarizes translations for databases.
Database Maintenance and Program Support: (25%)
M aintains and updates specific agricultural data (trade statistics) and trading company data in office computer database. Updates mailing lists and agricultural business contacts lists and enters this data into computer database. Takes the lead in all computer hardware and software configurations, installations and communications and maintenance. Works closely with Marketing Specialist in functions pertaining to internet website design. Assists in researching marketing information and importer related information as requested.
Beskrivning av kvalifikationer:
Secondary school is required. Higher education relevant to administration is highly desirable. In the absence of a college degree, three years of equivalent work applications may be acceptable. Approximately three years of progressively responsible work experience in the area of Administrative management is required. In the absence of relevant work experience, a college degree in administration is acceptable.
Training in the use of computer hardware and software and agency-specific programs. Training in FAS-specific procedures, requirements and regulations relevant to a variety of administrative functions.
Level 4 fluency in the English