Administrative Assistant (MGT) – Frankfurt-2018-87

For Public Dissemination

Vacancy Number: Frankfurt-2018-87


Date: August 06, 2018  


Position Title Administrative Assistant
Location U.S. Consulate General, Frankfurt am Main, Management Office
Open To U.S. Citizen Eligible Family Members (USEFMs) – All Agencies

Locally Employed/Local Compensation Plan (LE/LCP)

€ 42,543 per year starting salary

Position Series and Grade: FSN-07


Foreign Service/US Government Pay Plan (FS/USG PP)

US$ 36,218 per year starting salary (Base Salary Scale)

Position Series and Grade: FP-07, step 1 or highest previous rate within grade

Note: this position may be Overseas Comparability Pay (OCP) eligible

Final grade/step to be determined by Washington


Work Schedule Full-time: 40 hours
Application Period August 06, 2018 – August 20, 2018 close of business
Security Clearance Qualification Requirement Must be able to obtain and hold a Secret Security Certification.
Duration of Appointment This is a Limited Appointment not to exceed five years from date of hire.




The U.S Consulate in Frankfurt is seeking eligible and qualified applicants for the position of Administrative Assistant in the Management Office. Filling of position is subject to availability of funds.



(A copy of the complete position description listing all duties and responsibilities is available upon request. Send your request to with identification of the above vacancy number.)


Supervisory Position: No


The incumbent of this position manages all administrative functions of the Management Office, ensuring that the Consulate’s nearly 1,000 employees receive professional, prompt service. The incumbent represents the Management Officer at Post events and initiates communication on his/her behalf via meetings, emails, sit-reps, newsletters, and staff notices, etc. to inform Consulate employees of important, sensitive, and time-critical matters.  Uses independent judgment to prioritize and manage the daily schedule of the Management Officer.  This includes drafting responses to requests and inquiries; researching and analyzing information; meeting with the Management Officer daily to discuss plans, events, challenges, and situations requiring his/her attention; and recommending methods for improving efficiency and internal customer service.  The incumbent greets and assists visiting officials and prepares schedules for them. S/he is the Consulate’s liaison with the Cafeteria and coffee vendor in the Consulate Office Building. S/he prepares the Management Officer’s travel orders and vouchers and makes travel arrangements. S/he is the administrator for eCountry Clearance.  Due to the duties and responsibilities of this position, job holder must be able to obtain and hold a Secret Clearance.




Applicants must address each required qualification listed below with specific information supporting each item. Failure to do so may result in determination that the applicant is not qualified.


EDUCATION: Successful completion of secondary school (High School or German Abitur) and two years of university studies in business administration, liberal arts, design, architecture, or construction management is required.


EXPERIENCE: Three years of progressively responsible office management or administrative work experience in a busy and customer service oriented environment is required.



LANGUAGE: English Level IV (fluency) is required.



  • Experience in working with community, businesses and other entities on projects is required.
  • Knowledge of MS Office Suite (Outlook, Word and Excel) is required. (This may be tested.)
  • Experience in coordinating special events and hosting VIP guests is required.



  • Ability to work independently under high pressure and tight deadlines is required.
  • Ability to research and analyze data and to write concise reports is required. (This may be tested.)


The Human Resources Office will conduct standard language assessment tests as part of the selection process. Testing is conducted equitably and is administered in the same way to all applicants for the particular recruitment.




  • Hiring Preference Selection Process: When qualified, 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.




  • AEFM / USEFM who is a preference-eligible U.S. Veteran*
  • Foreign Service (FS) on Leave Without Pay (LWOP) and Civil Service (CS) with re-employment rights**

*IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent DD-214, Certificate of Release or Discharge from Active Duty, equivalent documentation, or certification.  A “certification” is any written documentation 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 must be on letterhead of the appropriate ,military branch of 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. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process. Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.


  • Additional Selection Criteria:
  1. The U.S. Mission will consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.
  2. Locally Employed Staff (LE Staff) of the U.S. Mission Germany having served less than 12 months in their current position are not eligible to apply.
  3. Current Locally Employed Staff (LE Staff) with an overall summary rating of ‘Needs Improvement’ or ‘Unsatisfactory’ on their most recent Employee Performance Report are not eligible to apply.
  4. Current NOR employees hired on a Family Member Appointment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first ninety (90) calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.



Applicants must submit the following documents to be considered. Failure to do so will result in a determination that the applicant is not qualified.

  1. Form DS-174, Universal Application for Employment (UAE), available on the internet: DS-174.
  2. Cover Letter
  3. Resume/Curriculum
  4. Licenses and certifications (e.g. Nurse license, etc.)


Applicants are encouraged to submit additional documentation that supports or addresses the requirements listed above (e.g. reference letters, transcripts, copies of degrees earned, etc.) with the application.

Application language is English, i.e. application for employment, CV or resume should be in English.  Certificates, awards or degrees in English or German do not need to be translated.

Note that the U.S. Mission does not refund travel expenses incurred by the interviewee.


For a complete list of terms such as US citizen Eligible Family Member (USEFM), Eligible Family Member (EFM), Member of Household (MOH), and their definitions, go to the “definitions list” on the website


The U.S. Mission in Germany 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.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.


The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliations.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.



Approved:    MGT:      MABurton

Cleared:       HR:       KBrown

Drafted:        HR:       FBachmann