Administrative Clerk Position: Duties and Responsibilities

Basic Function of the Position:

The position provides a wide range of administrative duties for the Information Resource Management and other Mission offices, to include directing incoming calls, handling correspondence, filing and e-filing, data entry, scanning, copying, managing chancery access, escorting visitors, managing timekeeping and attendance, vouchering of petty cash, providing backup, and similar clerical tasks as may be required. 


  1. Receptionist Duties 50%

Employee is responsible for visitor reception and verifying appointments with appropriate Mission staff. As the primary Embassy telephone operator, answers and screens or forwards all incoming telephone calls. Places long distance calls using national and international directories. Receives and transmits faxes, maintain and keeps appropriate records of FAX transmissions. Updates official embassy phones with the latest contact data for all new arrivals and employees. Is responsible for maintaining the Mission’s telephone directory and telephone cascade tree as necessary, serves as gatekeeper to Post’s emergency notification system, and maintains continuity and accuracy of all Mission contact databases as required. Manages the IRM ticketing system to ensure that all service requests are processed and completed in a timely manner.

  1. Timekeeping Responsibilities 20%

Incumbent is the primary timekeeper for Management, Public Diplomacy, and the Information Technology section and acts as the backup timekeeper in the absence of the Mission’s primary timekeeper. Coordinates bi-weekly time and attendance and collects all overtime and leave requests as submitted or reported by employees. Initiates and closes posts for pay periods, coordinates with other timekeepers as necessary, and generates and uploads reports to be transmitted to servicing payroll center. Manages the accuracy of the time and attendance database, performs routine database backups, and provides statistical time and attendance data as requested by the Human Resources office. Follows up on leave, travel, and compensatory time balances of employees and ensures that all balances are used timely and with proper notification. Coordinates with the Systems Manager on any security issues, including application setup and initialization, user logons, and database backup. Per Department of State regulations, is also responsible for update and upkeep of all timekeeping files for a minimum of three years.

  1. Sub-Cashiering and Petty Cash Duties 10%

Serves as sub-cashier accountable for a petty-cash fund of up to $5,000.00, to include preparation of all individual sub-vouchers, main replenishment voucher, and entry of fiscal data from procurement requests. Coordinates with the Financial Management office in Zagreb to ensure that all local filing and copies are prepared before forwarding original documents for processing.

  1. Travel Assistant Backup 10%

In the absence of the primary Mission Travel Assistant, serves as the main point of contact for any travel issues, to include arranging personnel travel, preparing Travel Authorizations, submitting country clearance cables, providing travel reports, and finalizing any documentation required for official travel. Incumbent arranges hotel reservations for incoming and outgoing travelers and organizes transportation from and to the airport as necessary. Submits all travel vouchers upon completion of travel.

  1. Mailroom Clerk Backup 10%

Serves as the backup Mailroom Clerk for Diplomatic Pouch and Diplomatic Post Office (DPO) operations. Receives, processes, and dispatches inbound and outbound Pouch and mail through the Department’s Information Logistics Management System as necessary. Screens local mail delivery to the Embassy. Manages shipments with expedited delivery agents. Ensures timely delivery of newspapers and periodicals to respective sections. Arranges and coordinates dispatch and pickup of Diplomatic Pouch at airport customs and weekly DPO shipment from Tirana, as well as other duties that may be required in absence of the primary Mailroom Clerk.