Shall assist performing logistical and IT equipment coordination functions. Shall track staff seating assignments, coordinate relocation requests, and process onboarding IT requests, as directed. Shall assist with coordinating and maintaining office supply inventories and supply orders. Shall assist performing market research for best value of supply order sources. Shall assist coordinating supply orders to maintain stock levels by notifying the appropriate Purchase Card Holder. Shall assist with ordering supplies for all OCIO. Shall ensure supply rooms are stocked, clean and orderly. Shall maintain a historical report of supplies used in each stock room. Shall coordinate supply orders twice a month or on an as-needed basis. Shall is responsible for ensuring the copy room is stocked with paper at all times.
Shall assist OCIO Facility Management with overall project task support for multiple OCIO locations. Shall serve as point of contact (POC) for each stage of an add/change/move project. Shall work directly with the project manager to ensure that the project is planned and executed on schedule and within budget. Shall establish ongoing vendor contacts with internal/external customers, various suppliers, and third-party vendors to ensure timely delivery of goods and services. Shall assist onsite security with processing for suppler access to facilities, badges, passes, and other identification to allow for proper escorting. Shall assist with supply shipments and ensure both quality and quantity are accurately ordered and made available for multiple OCIO locations. Shall ensure that OCIO locations have sufficient space for incoming and outgoing shipments and storage. Shall create, maintain, and reconcile shipment manifest and packaging slips with freight cost and other related documentation ensuring the accuracy of order and delivery. Shall ensure that all items are properly numbered and tagged according to DHS scanning and bar code instructions. Shall upload or update shipment, manifest, packing slips and other related documentation into a centralized repository or database. Shall reconcile hand receipts. Shall organize hardcopy and softcopy files manually and electronically. Shall monitor and facilitate repair orders and coordinate deliveries for repaired or returned items. Shall respond timely to internal/external inquiries and keep Project Managers updated with current status. Shall dispose of unserviceable or damaged items. Shall coordinate cleaning services to include ordering dumpsters for multiple OCIO locations. Shall coordinate Facility Maintenance Requests, as needed.
Shall assist OCIO IT Equipment Management with the disconnection and shutdown of IT and non-IT equipment. Shall have knowledge of IT concepts and basic operating principles of data communications, telecommunications and information systems. Shall perform remote printing, remote testing and file maintenance. Shall have knowledge of installation and maintenance of hardware, software and wireless applications. Shall provide technical assistance to management and technical project managers for add/change/move projects requiring relocation to multiple OCIO locations. Shall conduct light hands-on physical lifting of IT equipment, including but not limited to, monitors, keyboards, laptop computers and docking stations. Shall assist OCIO leadership, employees and IT professionals with the gathering, development and implementation of technical requirements and shall upload information into a centralized repository or database for safekeeping. Shall gather and analyze facts, draw conclusions, define problems, and suggest solutions. Shall conduct testing of telecommunication and data peripherals to ensure live connectivity at appointed locations. Shall ensure computer components are individually labeled, and other peripherals (i.e., mouse, keyboard) are sufficiently stored or packaged for parts replenishment or shipment. Shall identify and coordinate services for special accommodations. Shall research, collect and evaluate project data for reporting and decision-making and upload information to a centralized repository or database for safekeeping.
Shall assist utilizing advanced database system management skills to process and track official OCIO correspondence. Shall receive, review, screen, sort, log and distribute incoming mail. Shall develop and maintain a correspondence tracker detailing the receipt, review, response and follow-up actions completed for 100% of all incoming mail. Shall track, report and coordinate the completion of action items. Shall notify appropriate personnel and Executive Management within 2 hours of receiving incoming mail. Shall assist utilizing advanced and professional oral communication skills to communicate orally to OCIO staff and senior management, as required, to manage correspondence responses in accordance with OCIO correspondence performance goals. Shall process outgoing mail, as directed.
Shall assist scheduling, coordinating and facilitating meetings with DHS, OCIO, internal and external stakeholders to coordinate communication notification, data collection, consolidation, reporting, briefing, problem solving, troubleshooting, process improvements and routing for review and approval, as required.
Shall assist prepare and distribute an Inventory Report monthly tracking the inventories of office supplies conducted weekly and analyzing supply quantities. The specific content and reporting requirements for the Inventory Report may vary based on the specific Program Office requirements. Shall obtain Government direction and approval of the reporting content for the Inventory Report. The Inventory Report shall be submitted for review and approval by the Government Shall develop and maintain a Logistics Points of Contact List, providing bi-weekly updates specifying the current logistics contacts for distribution and communications. The specific content and reporting requirements for the Logistics Points of Contact List may vary based on the specific Program Office requirements. The Logistics Point of Contact shall be submitted for review and approval by the Government
Shall assist developing and implementing a communication notification and tracking system to enhance timely communication notifications, processing and responsiveness. Shall develop and maintain a Communication Notification Status Report tracking notifications, deliverables, action items, milestones and performance status. Shall recommend program management, quality assurance, process improvements and best practices to maximize operational efficiency. The specific content and reporting requirements for Communication Notification Status Report may vary based on the specific Program Office requirements. Shall obtain Government direction and approval of the reporting content for the Communication Notification Status Report. The Communication Notification Status Report shall be submitted for review and approval by the Government
LOGISTICS MANAGEMENT SUPPORT Subject Matter Expert (Senior)
BS/BA 12 yrs. total; 7 yrs. in specialty