Bridgetown-2018-046: Administrative Assistant (Open: Until Filled)

U.S. Mission Bridgetown
Announcement Number: Bridgetown-2018-046
Position Title: Administrative Assistant
Opening Period: December 17, 2018-Indefinite (open until filled)
Series/Grade: FS-0105/7
Salary: Actual FS salary determined by Washington D.C.
For More Info: Human Resources Office
E-mail Address: BridgetownHR@state.gov

Who May Apply:   U.S. Citizens Only / All Sources

For USEFM – FS is FP-7, USD $36,218 full time / USD $17.35 per hour. For locally hired U.S. Citizens-FS is FSN-7, BDS $69,063 full time / BDS $32.20 per hour.

Security Clearance Required: Secret
Duration Appointment: 1. Locally hired US Citizens and other sources: Temporary fixedterm appointment, not exceed one (1) year.
2. USEFM: Not to exceed five (5) years

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

Summary:  The U.S. Mission in Bridgetown is seeking eligible and qualified applicants for the position of Administrative Assistant, Management Office.

The work schedule for this position is:

  • Part Time – 32 hours per week

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

Supervisory Position:  No

Duties:  Incumbent serves as a key manager of several programs at post, including post’s visitor accountability program using the Electronic Country Clearance application, Collaborative Management Initiative (CMI) Quality Coordinator, and the Management Section’s communications and recordkeeping processes. Incumbent also serves as the assistant to the Management Officer and is responsible for managing hundreds of customers and external contacts. Also assists with event planning, document tracking, and E2 travel management system arrangements for the Management Officer. Supports other Management Sections and the Executive Office in the same capacity as a backup or as required. Incumbent provides frequent assistance and logistical support at representational, community, and other official events and serves as timekeeper for the management office and administrative rover program.

Qualifications and Evaluations 

EDUCATION:  A University/College degree in business administration, management, marketing, information technology, or public administration is required.

Requirements: 

EXPERIENCE:  A minimum of three (3) years of progressively responsible administrative experience in a customer service or business environment is required.

JOB KNOWLEDGE:  General knowledge of Embassy organization and functions.  Must have knowledge of basic statistics such as mean, median, mode, and standard deviations.  Thorough knowledge of adminstrative and office procedures and management practices.  Understanding of local service culture and practices. Knowledge of ICASS services, policies and standards.  Excellent knowledge of customer service principles and practices.

Evaluations:

LANGUAGE:  English proficiency level 4 fluency (speaking, writing, reading) is required.

SKILLS AND ABILITIES:  Must have strong interpersonal and negotiation skills, ability to deal with difficult or irate clients. Must be able to brief and persuade customers and service providers on acceptable service levels and improvement methodologies. Must possess strong organizational skills, know how to prioritize tasks, and be an effective problem solver. Must be able to draft memos and reports in English, which require little editing/correction. Must be computer literate and completely familiar with MS Office Software including MS Excel. Must be able to analyze large amounts of data relevant to customer service satisfaction and service unit performance metrics, provide salient feedback to relevant sections and recommendations to unit supervisors. Must be able to work independently with minimal supervision. (This may be tested).

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

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.

Benefits: Benefits should be discussed with the Human Resources Office.

Other information: 

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”) 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: https://careers.state.gov/downloads/files/definitions-for-va

How to Apply:  All candidates must be able to obtain and hold a Secret clearance. Applicants must submit a Universal Application for Employment (DS-174) which is available on our Embassy’s internet site at https://bb.usembassy.gov/embassy/jobs/. The complete position description listing all of the duties and responsibilities may also be obtained from our website.

To apply for this position, applicants should electronically submit the documents listed below:

Required Documents: Please provide the required documentation listed below with your application:

  • DS-174
  • AEFM: Copy of Orders/Assignment Notification (or equivalent); U.S Citizen: Copy of Barbados work permit and proof of citizenship
  • College transcripts
  • SF-50 (if applicable)
  • List of references
  • DD-214 – Member Copy 4 (if applicable)

What to Expect Next:  Applicants who are invited to take a skills test, or who are selected for an interview will be contacted via email.

For further information:  the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources office.

Thank you for your application and your interest in working at the U.S. Mission in Bridgetown.