Administrative Service Officer

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Development Professionals, Inc. (DPI) is seeking a qualified and experienced professional to serve as an Administrative Service Officer in the Army Community Service (ACS) in USAG-Italy Vicenza. The position is a part time job (approximately 35 hours per week) and will involve ensuring professional, efficient, and courteous assistance to all clients and users of the ACS. Fluency in both English and Italian will be required for this position.

The Administrative Service Officer shall provide administrative and logistical support for the ACS Relocation Readiness Program and Lending Closet services. This includes:

Community Information Management

• Provide community information services relevant to ACS relocation programs.
• Generate daily or as-needed reports for the Relocation Readiness Program office, ensuring accurate information is available in the absence of the client representative.
• Verify and update information on local agencies (phone numbers, building locations, hours of operation, etc.) for integration into the Defense Installation Messaging System (DIMS) and ACS resource displays

Administrative and Customer Support

• Conduct general office tasks, including copying materials, setting up classrooms for relocation briefings and events, and maintaining class sign-up rosters.
• Prepare welcome packets for incoming families and sponsors with relevant community resources.
• Maintain the Client Tracking System (CTS) by logging simple customer contacts daily (e.g., use of ACS equipment, short inquiries under 15 minutes) and extended contacts.

Lending Closet Operations

• Maintain inventory records of Lending Closet Items, ensuring accurate documentation of items lent and returned.
• Maintain a replacement item list for procurement through the ACS Government Purchase Card (GPC) holder.
• Retain hard copies of lending closet customer agreements for six months post-return, after which records shall be securely destroyed.
• Generate weekly overdue reports and contact customers via phone/email to arrange item return or replacement. Ensure the client representative is carbon copied on overdue correspondence.

Compliance and Documentation

• Provide monthly statistics using CTS reports no later than the 2nd day of the following month.
• Assist in logistical preparation for weekly or bi-weekly In-Processing (INPROC) and Host Nation Orientation briefings.
• Maintain training documentation and submit copies of certificates to the COR upon completion.

Standards of Performance

• Weekly updates to client records in CTS, ensuring accuracy in lending closet tracking.
• Monthly reporting of relocation statistics and customer interactions by the 2nd day of each month.
• Compliance with client instructions for archiving customer records and destruction procedures.

Other tasks as required by management.

Mandatory Requirements – Candidates must answer to each of these requirements when applying (these should be clear from your CV/application):

• Security Check: Must be eligible to work in Italy and able to obtain all required background checks according to USAG Italy and Army in Europe regulations for access to US Army installation.
• Education: Minimum High School Diploma.
• Experience: At least two years of documented work experience in administrative functions, customer service, and office operations.
• Language Proficiency: Must demonstrate fluency in both English and Italian (reading, writing, and speaking).
• Technical Skills: Demonstrated customer interaction and communications skills; Proficiency in Microsoft Office Suite and familiarity with Windows-based programs.

Preferred Qualifications

• Associates degree or greater in a relevant field.
• Experience working in a US Military environment / prior work with ACS, military personnel and their dependents.
• Located in the Vicenza area in Italy (no commuting or relocation costs will be provided).
• Experience working with client tracking software.
• Experience inventory tracking and management.
• Experience coordinating and setting up events.
• Experience handling crisis communications and work under pressure.

Only shortlisted candidates will be contacted.

Job Type: Part-time

Pay: €8.00 - €10.00 per hour

Expected hours: 35 per week