General Services Officer - Office of EX/GSD

Job Description

Job Description

Overview

The Work

The General Services Officer (GSO) provides comprehensive personnel, management, and administrative services to support general services and supply coordination for our federal client. This is a domestic, operations-focused role responsible for ensuring the operational readiness of bureau offices, annexes, and storage facilities.

Responsibilities

Key Responsibilities

 

1. Supply Chain and Inventory Management

• Inventory Control
• Maintain supply stock within prescribed levels and reorder points.
• Conduct monthly physical inventories and reconcile property account records to identify and correct discrepancies.
• Support property accountability processes in accordance with client policies.
• Ariba Processing & Market Research
• Initiate and process requisitions in Ariba, ensuring accuracy of funding lines, item descriptions, and supporting documentation.
• Perform market research by matching part numbers, technical characteristics, and specifications to prevent duplicate cataloging and ensure compatibility with existing systems.
• Documentation & Reporting
• Verify 100% of items received against shipping documents, purchase orders, and packing lists; promptly document and report any overages, shortages, or damages.
• Provide weekly written supply activity status updates to the Team Lead/Division Chief, including key metrics, issues, and recommended corrective actions.
• Warehousing & Distribution
• Maintain organized, safe, and efficient storage rooms and warehouse spaces, consistent with safety and security requirements.
• Act as the primary liaison for receiving supplies and equipment and for distributing materials to bureau offices in a timely and accountable manner.

2. General Services and Facility Logistics

• Space Management & Planning
• Maintain and update “Space Resource Books” and digital floorplans for all assigned bureau offices and annexes.
• Coordinate office relocations and reconfigurations, including seating charts, workstation assignments, and equipment placement.
• Ensure emergency management plans are current, accessible, and properly distributed to stakeholders.
• Coordinate with construction and/or demolition teams as needed to support renovations, expansions, or decommissioning.
• Facility Liaison & Maintenance Coordination
• Monitor and report building repair needs (e.g., HVAC, lighting, flooring, security hardware) to the appropriate facilities and engineering offices.
• Coordinate cleaning schedules and special custodial projects; prepare office signage and wayfinding materials as requested.
• Evaluate furniture lifecycles and usefulness to inform replacement, refurbishment, or disposal decisions.
• Coordinate with vendors, architects, and space planners to review workstations, space plans, and proposed finish/color palettes with the client, architect, and project team.
• Prepare and finalize installation documents and layout drawings for new furniture and equipment.
• Procurement Documentation & Statements of Work
• Draft clear, complete, and compliant statements of work (SOWs), proposals, and supporting documentation for furniture, equipment, and related services.
• Work closely with the acquisition office to ensure timely and accurate procurement actions and adherence to Department of State and federal acquisition regulations.
• Move Coordination & Ergonomics
• Plan and oversee the movement of equipment and furniture, including scheduling, labeling, staging, and post-move reconciliation.
• Support ergonomic installations (chairs, keyboard trays, monitor arms, etc.) and maintain equipment lists for each office.
• Coordinate deliveries and maintenance exchanges, ensuring minimal disruption to operations.
• Equipment & Supplies Management
• Process Telephone Service Requests (TSRs) accurately and coordinate with telecom staff for installations, moves, adds, and changes.
• Order expendable supplies, materials, and services from mandatory sources (e.g., established contracts, federal supply schedules) in compliance with applicable guidelines.
• Develop and manage ongoing storage, accountability, and inventory of property and supplies to support current and future operational needs.
• Inventory Analysis and Resolution
• Analyze, interpret, and resolve field and distribution inventory issues and discrepancies, providing clear documentation of root causes and corrective actions.
• Research, prepare, and process inventory adjustments, working with other departments and finance staff to ensure timely resolution of billing errors and alignment with financial records.

3. Administrative and Financial Support

• Purchase Card & Documentation Reconciliation
• Compile, organize, and track all supporting documentation for monthly purchase/credit card reconciliations for government review, ensuring completeness and audit-readiness.
• Assist in identifying improper, duplicate, or questionable charges and support remedial actions as required.
• Special Events and Conference Logistics
• Provide logistical support for domestic conferences, meetings, and special events, including space planning, equipment research, and setup/tear-down coordination.
• Ensure audio-visual, telecommunications, and furniture requirements are met in accordance with event specifications.
• Records and Data Management
• Maintain organized records for facilities management, emergency management, transportation logs, space assignments, and inventory actions.
• Support data calls and reporting requirements by compiling accurate information from multiple systems and sources.

Qualifications

Qualifications – Here’s What You Need

• High School diploma or equivalent.
• Minimum of two (2) years of relevant experience as an analyst or assistant supporting administrative or logistical service programs. Preferred 4 years of administrative/logistical work experience.
• Active Secret clearance is required for this position.
• Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

 

Minimum Skills:

• Possess a high degree of organization, resourcefulness, tact, and customer service/interpersonal skills.
• Ability to communicate orally and in writing.
• Ability to make independent decisions and judgments on routine procedural issues.
• Ability to maintain and control equipment, materials, and supplies.
• Possess strong interpersonal and communication skills.
• Possess excellent administrative/clerical skills with strong attention to detail, good organization, and effective communication skills.
• Ability to handle highly sensitive and confidential information in a fast-paced work environment.
• Possess logic and reasoning skills to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Ability to identify complex problems and research related information to develop and evaluate options and implement solutions.
• Ability to regulate how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
• Expert-level use of Microsoft Office Suite and experience with federal supply systems (Ariba or equivalent).

 

Our Commitment to you / overview of benefits

• Medical, Dental and Vision Insurance; Wellness Program
• Flexible Spending Accounts (Healthcare, Dependent Care, Commuter)
• Short-Term and Long-Term Disability options
• Basic Life and AD&D Insurance (Company Provided)
• Voluntary Life and AD&D options
• 401(k) Retirement Savings Plan with matching after one year
• Paid Time Off

 

Reports to: Program Manager

 

Working Conditions

• Professional office environment, with the ability to work onsite in the main office.
• Must be physically and mentally able to perform duties extended periods of time.
• Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
• Must be capable of standing and walking for extensive periods.

• May occasionally requires periods of standing, walking, bending, etc., and intermittent lifting of (50 pound) items, carrying moving of small equipment;
• Must be able to travel to State Annexes or other bureau offices for the purpose of furthering work assignments.
• Must be able to establish a productive and professional workspace.
• Must be able to sit for long periods of time looking at computer screen.

• May be asked to work a flexible schedule which may include holidays.
• May be asked to travel for business or professional development purposes.
• May be asked to work hours outside of normal business hours.

 

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.