Rover Administrative Clerk (USEFMs)

at  Embassy Brussels

Hiring Path:

• Open to the public

Who May Apply/Clarification From the Agency:
For USEFM - FP is 09. Actual FP salary determined by Washington D.C. All Interested Applicants / All Sources !!! Post policy update: Inbound USEFM applicants DO NOT have to wait until they are within 90 days of arriving at post to apply. !!! If the candidate meets all of the onboarding criteria they could start working immediately.
Security Clearance Required:
Secret/Confidential Clearance
Appointment Type
Temporary
Appointment Type Details:
Definite Not to Exceed 5 years. (FMA) Definite Not to Exceed 1 year. (PSA)
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 hours per week).
Start date: Candidate must be able to begin working within a reasonable period of time (15 weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.
If the candidate meets all of the onboarding criteria they could start working immediately.
Supervisory Position:
No
Relocation Expenses Reimbursed:
No
Travel Required:
Not Required

QUALIFICATIONS AND EVALUATIONS

Requirements:
EXPERIENCE: Minimum one year of experience in an administrative office.
JOB KNOWLEDGE: Knowledge of general office equipment. Ability to quickly become knowledgeable about the Tri-Mission’s organizational structure, functions and agencies. Ability to quickly become familiar with U.S. Department of State software and applications. Good working knowledge of office management and internal procedures.
Education Requirements:
Secondary/High School diploma.
Evaluations:
LANGUAGE: Fluency in English. This may be tested.
SKILLS AND ABILITIES: Very good computer skills, especially in Microsoft Office suite. Good typing skills. Outstanding customer service skills. Considerable tact and diplomacy, and strong communication skills essential. Must have common sense and good judgment. Good administrative and organizational skills. Ability to work independently and in group. Good data entry skills. Good analytical 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.
Qualifications:
All applicants under consideration will be required to pass medical and security certifications. All candidates must be able to obtain and hold a Secret/confidential certification.

The job holder provides administrative assistance to various sections of the U.S. Embassy and U.S. Mission to the EU, where there is a staffing need. When not assigned, the position provides administrative support to the Human Resources Office.
Duties include but are not limited to:
Office Management
Receives telephone calls and visitors, screens for proper dissemination and personally handles actions and requests including those involving specific technical issues. Manages the calendar of American Officers which includes scheduling appointments and meetings, and booking conference rooms. Receives and handles mail, routing items to appropriate personnel for action and notifying supervisors and colleagues of impending deadlines. Orders office supplies when necessary and ensures that office equipment is in proper working condition. Organizes office events, submits Visitor Access Requests and escorts visitors. Attends meetings and takes notes, proofreads documents, researches reference material. Completes travel order requests and travel voucher claims.
Administrative and Clerical Support

The duties and responsibilities vary strongly depending on the section, and the jobholder may be required to:

• manage and distribute various forms of correspondence with other offices
• prepare supply and procurement requests
• compose, type, or edit a variety of correspondence from handwritten drafts, oral instructions, or previous examples
• design and prepare slides, viewgraphs, charts, and other forms of visual information
• translate and track diplomatic notes, management notices, mail, cables, and policies
• maintain databases, perform data-entry and assist in improving databases
• maintain electronic filing system
• serve as timekeeper or back-up timekeeper for a section

Human Resources Support

Depending on the need and the priorities of the Human Resources Office, the job holder can be required to:

• assist the Summer Hire Coordinator with collecting requests, position descriptions, assignments, check-in/check-outs, and personnel actions
• assist the Local Staff Recruiter and the Family Member Employment Coordinator in scheduling interviews and testing sessions, setting up Skype when necessary, and setting up conference rooms. Escort candidates to and from interview venues
• assist with organizing logistics and administrative support for HR training and visits, mailings, archiving folders and delivering certificates
• assist the Award Program Advisor with the announcement of the biannual awards and provide general assistance during the set-up and aftermath of the awards ceremony
• assist with scheduling medical appointments
• request medi-assistance cards and meal tickets
• update the HR Sharepoint site