Administrative Assistant

Description

Hiring Path:

• Open to the public

Who May Apply/Clarification From the Agency:

For USEFM - FP is 07. Actual FP salary determined by Washington D.C.
Only one Open-to category should remain:

• Current Employees of the Mission - This includes U.S. Citizen Eligible Family Members (USEFMs); Eligible Family Members (EFMs); Declared Members of Household (MOHs), dependents of U.S. Personal Services Contract (USPSC) who are assigned under COM - All Agencies

Security Clearance Required:

Public Trust - Background Investigation

Appointment Type

Permanent

Appointment Type Details:

• Indefinite subject to successful completion of probationary period

Marketing Statement:

We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

Summary:

The work schedule for this position is:

• 
  Full Time (40 number of hours per week)

Start date: Candidate must be able to begin working within a reasonable period of time (4-8 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:

No

Relocation Expenses Reimbursed:

No

Duties

The incumbent works under the direct supervision of the Sr. FSNI for the routine office assignments. However, for general administration of RSO office, the incumbent directly reports and deals with RSO(FS-3 Position). The incumbent primarily provides administrative assistance in support of background security investigations of local staff, which includes full background suitability on prospective applicants for employment with the U.S. Consulate, associated agencies and contract employees through the Diplomatic Security Investigation tool RESOLVE database system. The incumbent types complex, special and criminal investigation reports as requested through the RSO from various agencies. The incumbent is responsible for the integrity and performance of the automated security database. The incumbent follows up with senior police authorities on security arrangements for events at Consulate and CG residence. Incumbent assists with the logistical and administrative requirements of the Anti-terrorism assistance Program (ATA) and Overseas Security Advisory Council(OSAC). Incumbent performs support duties for all VIP visits which include drafting diplomatic and police notes and tracking all weapons clearances for VIP visits. Incumbent prepares diplomatic and police notes for Ambassador's and Consul General's travel within Consular district and throughout India. Prepares police notes providing information to police for trips organized by the Community Liaison Office and for other Mission personnel travelling to various areas within Consular district and throughout India. Incumbent drafts invitations, develops guest lists, follow up RSVP of all official CG and RSO representational functions including annual July 4th celebrations. Assists in scheduling Chemical-Biological and counterintelligence briefing for new locally employed staff and other annual mission briefings. The incumbent manages and tracks the procurement requests through Ariba within ILMS including office supplies for RSO shop. The incumbent serves as the principle time and attendance timekeeper for the entire RSO section. The incumbent serves as the principal petty cash holder for the RSO section and also tracks and manages the ICASS budget allocation for the RSO section. Incumbent also serves as the RSO shop principle point of contact for initiation and closing out E2 travel authorizations, which includes working with travel to arrange flights and hotels. Under minimal supervision, the incumbent initiates procedures for accomplishing a diversity of tasks.

Qualifications and Evaluations

Requirements:

EXPERIENCE: Three years of experience if office administration or secretarial work is required.

JOB KNOWLEDGE: Office management skills, knowledge of general principles of filing, office procedures, and computer-based word processing and data management. Knowledge of local bureaucratic and government policies and procedures.

Education Requirements:

Mandatory: College degree in humanities, commerce, or applicable field required.

Evaluations:

Post may choose to add the phrase “This may be tested” after a language, skill, and/or ability. Review the VA template for specific information.

LANGUAGE: English Level - Fluent (Reading, Writing, Speaking and ability to translate). This may be tested

Telugu Level- Fluent (Reading, Writing, Speaking and ability to translate). This may be tested.

SKILLS AND ABILITIES: Incumbent must have exceptional interpersonal skills, tact and good judgment in dealing with mid-level government officials, other consulate section contacts and coworkers are required. Must have proficiency in MS office and computer applications. Must haver skills in operating a computer to type a variety of material accurately. Typing efficiently with a focus on letter drafting. Must be able to manipulate database for the generation of various reports. Must be able to react quickly in various situations.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

Qualifications:

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:

Agency Benefits:

Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in (insert post and/or country name) may receive a compensation package that may include health, separation, and other benefits.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:

For the current COVID-19 Requirements please visit the following link.

HIRING PREFERENCE SELECTION PROCESS: Applicants in the following hiring preference categories are extended a hiring preference in the order listed below. Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.

HIRING PREFERENCE ORDER:
1. AEFM / USEFM who is a preference-eligible U.S. Veteran*
2. AEFM / USEFM
3. FS on LWOP and CS with reemployment rights **

• 
  IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability dated within the past six months, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

For more information (i.e., what is an EFM, USEFM, AEFM, MOH, etc.?) and for additional employment considerations, please visit the following link.