Senior Logistics Specialist Iv - Property Inspector

General Description: 

Incumbent monitors the quality control aspects of shipment pack/unpack services for export, import, and storage deliveries of personal effects to ensure compliance with contract requirements.  Conducts inspections at residences during export pack-outs and import/storage deliveries; inspects storage warehouses and lots to ensure environmental conditions are acceptable to protect stored effects; conducts access and segregation services for overseas employees as required to remove personal effects from storage lot(s) for packing and export; provides an inspection report on all inspected shipments.

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 Woraccordance 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.

Experience Requirements:  Incumbent must possess an understanding of packing and/or storage rules, regulations, policies, and procedures; geographical knowledge of the Washington, D.C. area within a 50-mile radius; ability to communicate effectively both oral and written forms; knowledge of logistics management functions to include claims policies and procedures; and comprehensive knowledge of TM Division export, import, and storage contracts.  This position requires local travel; incumbent must possess privately owned transportation to fulfill position duties.

The incumbent is responsible for planning and carrying out the work, resolving conflicts, integrating, and coordinating with other functional areas and programs, and interpreting policies/regulations necessary to complete tasks.  The work requires decision making regarding packing requirements and interpretation of established transportation methods, techniques, and guidelines.  This position requires coordination with points of contact from multiple entities to include but not limited to DOS, OGA’s, contracted packing companies, and TM Division staff.

QUALIFICATIONS

The incumbent must have:

• Active Secret Clearance
• Minimum of a two-year college degree or verifiable experience in transportation or logistics.
• Knowledge of the transportation/logistics industry to include a basic understanding of the principles of transportation;
• Verifiable work experience coordinating the movement of personal effects/supplies.
• Verifiable work experience in a service type organization including personal interaction with customer/clients;
• Ability to use a keyboard for data input with a typing speed of 40 words per minute or above; and
• Verifiable Work Experience Required:

  • Minimum of 5 years of verifiable work experience in administrative, professional, analytical, or other work relating to travel and or travel program operations, or 8 years verifiable work experience in transportation or logistics.

  • Knowledge of travel industry to include the basic understanding of the principles of government travel and understanding of travel management principles.

  • Working knowledge of the Foreign Affairs Manual as it relates to employee official travel.
  • Working knowledge of the Federal Travel Regulation.
  • Familiarity with use of spreadsheet and statistical graph/chart applications to fulfill report requirements.

Other work benefits:

• Telework eligibility.
• Reimbursement of mileage, tolls, and parking to/from inspection sites.
• Travel time from home to/from inspection sites is considered time worked.
• Travel restricted within a 50-mile radius of Washington DC.