Duties and Responsibilities
The incumbent performs clerical and administrative duties as the Office Management Assistant (OMA) for the Regional Security Office (RSO) pertaining to a multitude of RSO administrative items, both classified and unclassified. The incumbent will need to work independently and possess strong communication skills as the incumbent will be in contact with many diverse individuals on a daily basis. Incumbent will require unescorted access to the Control Access Area (CAA) and a Top Secret security clearance.
General Clerical Duties 45%
-Serves as the Office Management Assistant for the RSO office. Incumbent is the first line of contact on general inquiries or requests. Position is responsible for the collection, review, compilation, and distribution of all incoming/outgoing communication traffic, and correspondence. Communicates directives and instructions from the RSO to locally Employed Staff.
-Organizes all administrative and clerical work in the RSO office, including oversight of office equipment, inventories, processing staff timesheets, as well as scheduling of appointments, security briefings, meetings, and events for the section.
-Assists RSO in the monitoring of general expenditures and operating expenses with the various funding cites applicable to security operations at post. Assists RSO in formulating yearly budget requests.
RSO Database and System Maintenance 20%:
Maintains overall management of RSO filing systems and software to include schedules and calendars; unclassified and classified office records, archives, policies, manuals, and personnel security files. Manages entries into Diplomatic Security (DS)-propriety applications: Records Management System (RMS), Crises and Emergency Planning Application (CEPA), RSO Security Management Console (SMC), and Regional Desk reporting. Proper handling of sensitive RSO records and provides advises on departmental guidelines for maintaining records.
Writing and Documentations 20%
Drafts routine and substantive correspondence, including memoranda, cables, and security notices for publishing, including proofreading and quality assurance of drafts by the section.
Office Logistics 15%
Coordinates travel logistics, travel arrangements, and temporary duty assignments for the section as well as visitors to the section, providing assistance with travel as necessary. Issues security badges for Mission staff.
Qualifications and Experience
All selected candidates must be able to obtain and hold a:
-Top secret security clearance.
-All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.
-Selected candidate must be able to begin working within a reasonable period of time 4 weeks upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.
Education Requirements:
Completion of high school is required.
Evaluations:
-You will be evaluated against the qualifications and requirements in this vacancy announcement.
-You may be asked to complete a pre-employment language or skills test.
-You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.
Qualifications:
Experience:
Two years of administrative experience which would include some of the following types of administrative duties: filing, scanning, scheduling appointments/meetings, maintaining calendars, ordering office supplies, making travel arrangements, and receiving telephone calls.
Language:
-English (Fluent) Reading/Writing/Speaking is required.
-Please address this language requirement in your ERA application.
Job Knowledge:
Proficient in the use of standard office equipment (PCs, faxes, phones, copying machines, etc.) Knowledge of Tags and Terms for the general principles of filing, general office procedures and computer-based data management.
Skills And Abilities:
-Must be proficient in Microsoft (MS) Outlook to organize tasks, calendars, and contact databases; of MS Office (Word, Excel, Access, PowerPoint) to organize and present information, and Internet Explorer.
-Must be able to type 40 wpm.
-Must be able to find innovative solutions to practical problems.
-Must be able to plan, organize and prioritize complex tasks to meet tight deadlines.
-Must be able to prioritize and handle several different tasks at once and maintain a high standard performance while under pressure.
-Must be able to find information quickly using written and on-line sources on the internet and to distinguish reliable from unreliable information.
-Must be able to write logically and clearly, developing and expressing ideas effectively, while following the general rules of standard written English.
-Must be able to proof read and edit documents written by others.
-Must be able to communicate effectively and professionally with the local and diplomatic community.
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