HR Program Assistant

SUMMARY

Arcticom a subsidiary of Bering Straits Native Corporation is currently seeking a qualified HR Program Assistant for DOS-GTM- Office of Civil Service Talent Management (CSTM).

Clearance needed: Secret

TASK SCOPE

The Bureau of Human Resources, Executive Office, HR/EX, requires human

resources program assistants to assist the Office of Recruitment, Evaluation and

Employment, Board of Examiners (BEX). Each year, the Board of Examiners

interviews thousands of prospective candidates for Foreign Service (FS) Generalist,

Specialist, and limited term appointment positions. The position involves extensive

contact with the public, often under time constraints and in stressful situations. The

Program Assistant is often an applicant’s first personal contact with the Department of

State. Excellent interpersonal and managerial skills are essential.

The Program Assistant’s workday begins at 6:30am or 8:00am, depending on the

specific duties. The employee may have an opportunity to work a flexible work

schedule. Depending on the employee’s work schedule, the work day would conclude

at between 3:15pm and 4:45pm.

Working either individually or as a member of a team, the Program Assistant

orchestrates personalized daily schedules for each of several candidates. Each

candidate’s assessment consists of several activities over the course of a half to a full

day; it may be necessary to adjust schedules at the last minute to accommodate noshows,

late arrivals, or emergency situations.

The Program Assistant also provides administrative support to the hiring process,

including processing of forms related to employment and entering data into an

automated personnel system. The Program Assistant may correspond with applicants

to reschedule interview dates, to obtain missing information, or to advise the status of

their applications.

The Program Assistant must be fully conversant with word processing and

spreadsheet software. Instruction will be provided for proprietary HR software that the

Program Assistant must use daily.

The Program Assistant’s responsibilities include, but are not limited to, the following,

as assigned by the Department:

 

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

• Assist in managing the oral assessment (OA) process for the Consular
• Professionals Program (CPP), to include providing guidance to candidates on assessment rules and
• regulations; guidance to candidates and Assessors on scheduling; and preparation of test materials.
• Serve as receptionist at front desk during assessments.
• Respond to e-mail or telephone inquiries from candidates on the CPP process.
• Prepare, receive, and process applications and forms related to employment for
• CPP candidates.
• Prepare candidate files for the Assessment Center in preparation for the oral assessment.
• Prepare files for successful candidates to forward to Registrar’s Office.
• Initiate and cancel security applications for CPP candidates using the Electronic
• Questionnaires for Investigation Processing (eQIP) system. Troubleshoot eQIP application errors with candidates and Diplomatic Security.
• Input medical and security information for candidates related to employment in the
• Recruitment, Examination, and Evaluation Tracking Application (REETA).
• Assist with archiving candidate files into REETA in accordance with office standard operating procedures.
• Liaise with Diplomatic Security representatives for processing of candidates who pass the oral assessment.
• Escort candidates to and from the building lobby and Assessment Center.
• Brief Lead Program Assistant on the status of daily work assignments.
• If necessary, travel no more than twice a year to cities within the United States for periods ranging from two weeks to up to one month at a time in support of assessments conducted outside of Washington, DC.
• Telework at offsite assessment centers and/or when the US government is closed due to inclement weather or other emergency situations.
• Assists Assessors with special projects, as needed.
• Assist with training of incoming (new) support staff.
• Cross-train in Consular Professional Program functions to assist with minimum qualifications reviews or scheduling of candidates for oral assessments as needed.
• Perform other ancillary duties as needed.

 

QUALI