Job Overview

The position is in the Human Resources (HR) Office at the front desk and as such requires the incumbent to be professional to greet and assist all visitors and callers to the office. Incumbent will be the customer service provider for all walk-ins to the HR section as well as answering phone inquiries. Provides assistance with basic functions including but not limited to handling paper flow, preparing routine documents, logistics for events, and assures that information is properly shared between different sub-sections of the HR office.

Responsibilities

• Greets and assists visitors and callers to the HR Office, and escorts visitors as needed. Provides helpful response to customers’ queries, either by giving guidance or referring them to other staff within the HR Office.
• Assists the HR Office by receiving, stamping, distributing, controlling, and filing HR related documents in the instructed folders. Receives and sends correspondence via Diplomatic Post Office (DPO), Pouch, and FedEx. Assists with logistics for HR meetings, special events, etc. Serves as a travel arranger for HR personnel.
• Orders supplies, maintains inventory, and logs invoices. Assists with logistical preparations for employee awards program, including but not limited to, ensuring certificates and pins are ordered in advance, preparing certificates, refreshments, etc.
• Drafts simple memoranda, letters, and other HR correspondence for clearance, as needed.
• Prepares, submits, and follows up HR requests placed through ARIBA and/or myServices, ensuring that goods and services are received in a timely manner in the section. Responsible for keeping the storage/filing room organized for easy access and review of Official Personnel Folders (OPFs).
• Acts as a Subject Matter Expert for the HR section on the use of myServices platform.
• Administers calendar/schedule for the Senior HR Assistant. Assists the Senior HR Assistant by preparing agenda items for meetings, as needed. Enters and keeps data on HR database. Maintains all subject files and OPFs for all Locally Employed (LE) Staff. Maintains LE Staff Warden and Emergency locator databases. Maintains LE Staff data required for various HR reporting purposes. Maintains bulletin boards including office notices and other HR announcements and updates to the HR SharePoint website.
• Performs timekeeping functions for the HR section by ensuring bi-weekly time and attendance reports are submitted correctly. Liaises with the Mission Timekeeper, or the Financial Services Center, as appropriate/needed.

Note

This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency.

Qualifications and Evaluations

Requirements

• All selected candidates must be able to obtain and hold a security certificate; or Public Trust 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 upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements

• Completion of high school is required.

• Greets and assists visitors and callers to the HR Office, and escorts visitors as needed. Provides helpful response to customers’ queries, either by giving guidance or referring them to other staff within the HR Office.
• Assists the HR Office by receiving, stamping, distributing, controlling, and filing HR related documents in the instructed folders. Receives and sends correspondence via Diplomatic Post Office (DPO), Pouch, and FedEx. Assists with logistics for HR meetings, special events, etc. Serves as a travel arranger for HR personnel.
• Orders supplies, maintains inventory, and logs invoices. Assists with logistical preparations for employee awards program, including but not limited to, ensuring certificates and pins are ordered in advance, preparing certificates, refreshments, etc.
• Drafts simple memoranda, letters, and other HR correspondence for clearance, as needed.
• Prepares, submits, and follows up HR requests placed through ARIBA and/or myServices, ensuring that goods and services are received in a timely manner in the section. Responsible for keeping the storage/filing room organized for easy access and review of Official Personnel Folders (OPFs).
• Acts as a Subject Matter Expert for the HR section on the use of myServices platform.
• Administers calendar/schedule for the Senior HR Assistant. Assists the Senior HR Assistant by preparing agenda items for meetings, as needed. Enters and keeps data on HR database. Maintains all subject files and OPFs for all Locally Employed (LE) Staff. Maintains LE Staff Warden and Emergency locator databases. Maintains LE Staff data required for various HR reporting purposes. Maintains bulletin boards including office notices and other HR announcements and updates to the HR SharePoint website.
• Performs timekeeping functions for the HR section by ensuring bi-weekly time and attendance reports are submitted correctly. Liaises with the Mission Timekeeper, or the Financial Services Center, as appropriate/needed.

• Customer Service
• Document Management
• Correspondence Drafting
• Logistics Coordination
• Data Entry
• Timekeeping
• Use of HR platforms (ARIBA, myServices)

• Completion of high school is required.
• Ability to obtain and hold a security certificate or Public Trust security clearance.
• Subject to background investigation and pre-employment medical exam.
• Ability to begin working within a reasonable period upon receipt of agency authorization and/or clearances/certifications.