Who May Apply/Clarification From the Agency:
For USEFM - FP is 8. Actual FP salary determined by Washington D.C. Only one Open-to category should remain: • All Interested Applicants / All Sources
Security Clearance Required:
Public Trust - Background Investigation
Appointment Type Details:
Indefinite subject to successful completion of probationary period
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.
The work schedule for this position is:
Full Time (40 hours per week)
Candidate must be able to begin working within a reasonable period of time (8 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.
Relocation Expenses Reimbursed:
The incumbent is assigned to the Facility Management Office and reports directly to the Senior / Deputy Facility Manager. Provides clerical/secretarial support to the Senior Facility Manager, Deputy and Assistant Facility Managers, and the designated Facilities Engineering and Maintenance Supervisors and designated Locally Employed (LE) personnel including Electrical and Mechanical Engineers, and Shop Foremen. The Administrative Clerk will receive telephone and e-mail inquiries for all types of facility related issues, will provide information and direction as necessary, and keep the Facility Management team apprised of customer complaints so corrective measures can be taken.
The Administrative Assistant will draft memos and type correspondences to both internal and external sources; will maintain all files, records, and reports in easily accessible locations such as electronically on the shared drive, or hard copies in approved filing cabinets. Keeps the maintenance library organized and up to date when manufacturers submit revised O&M manuals.
Prepares translations of official documents for the Senior Facility Manager and the Facility Management ICASS customers as required. Provides support to TDY personnel by assisting with country clearances responses, hotel arrangements, providing post and country information literature, arranging transportation, etc.
Tracks and monitors all Building Maintenance Expense (BME) service contracts (approximately 10 contracts) to ensure contractors are meeting the requirements of their service contracts. Submits access requests to the Regional Security Office (RSO) and tracks approval, rejection status of each access requests. Makes arrangements for escorts for contractors personnel including Cleared American escorts for work/service performed in Control Access Area (CAA) locations.
Tracks contractor invoices for BME service contracts and Repair and Improvement (R&I) contracts to ensure they are accurate and complete when submitted, and submits them to be paid according to the prompt payment act. will provide guidance to contractors when invoices are incomplete or need revision. Will work closely with GSO Procurement and Financial Management when processing invoices.
Is trained in Computerized Maintenance Management System (CMMS) and serves as the alternate Work Control Clerk under direction of the Facility Manager and may be instructed to determine work order priorities and scheduling. The incumbent will run CMMS reports as requested by the FM to track the total cost of maintaining properties or equipment, work performed for agencies, work order backlog reports and reports of work accomplished by individual and shop.
Is primary time keeper for the Facility Management Section. uses the Department of State TATEL, software program to report time and attendance (T&A). Monitors LE staff attendance, reports habitual tardiness and abuse of annual and sick leave, and reports LE staff overtime as requested by the his/her Senior, Deputy or Assistant FMs.
Qualifications and Evaluations
A minimum of two (2) years minimum as an Administrative Clerk/Assistant or in a clerical setting, or equivalent experience.
The incumbent shall possess job knowledge to include general computer literacy, basic math, and office management and administrative skills. Must be proficient in the use of Microsoft Office software (Outlook, Word, Excel, Power Point etc.) and other computer programs, and customer service oriented.
Completion of secondary school is required.
(This may be tested)
English level III (good working knowledge) Written/Speaking/Reading
Hindi and or Telugu level III (good working knowledge) Written/Speaking/Reading.
SKILLS AND ABILITIES Optional:
The incumbent must be a visionary, forward thinker, and quick understudy with an aptitude to learn so he/she can anticipate the needs of the office and those individuals he/she supports. Must have excellent interpersonal skills in order to deal with a myriad of personalities including frustrated customers; able to handle a large workload that encompasses multiple tasks. Must be organized, methodical, decisive, and have professional telephone skills
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.
All applicants under consideration will be required to pass medical and security certifications.
Benefits and Other Info
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.
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:
AEFM / USEFM who is a preference-eligible U.S. Veteran*
AEFM / USEFM
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”), 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.