Administrative Assistant Job at US Embassy and Consulates in Canada in Ottawa, ON

Job Description

Hiring Path:
Who May Apply/Clarification From the Agency:
For USEFMs: LE-7 is equivalent to FP-7. Actual LE/FP salary determined by Washington D.C.

All Interested Applicants / All Sources

Security Clearance Required:
Public Trust – Background Investigation

Appointment Type


Appointment Type Details:
Indefinite; subject to successful completion of probationary period

Marketing Statement:
We encourage you to read and understand the Eight (8) Qualities of Overseas Employees before you apply.

The work schedule for this position is: Full Time (40 hours per week)

Start date: Candidate must be able to begin working within a reasonable period of time (three weeks) of receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Supervisory Position:

Relocation Expenses Reimbursed:


Basic function of the position: Responsible for the daily administrative support of the ICE (Immigration and Customs Enforcement) Attaché Ottawa office, and outlying Assistant Attaché offices (within Canada) as needed. Furnishes information to authorized persons concerning the status of administrative issues or topics, as well as routing verbal and written requests throughout the proper channels within the ICE organization and/or US Embassy. Administers and performs the daily administrative activities of the ICE office. Performs a variety of administrative duties associated with the foreign post. Should be capable of monitoring fund usage against budget financial plan, and submitting monthly budget reports to ICE HQ. Incumbent is responsible for proper preparation of formal responses and the proper disclosure of administrative information within established ICE regulations and policies.

Qualifications and Evaluations

EXPERIENCE: Minimum of Two years general administrative experience, including related to administrative functions such as personnel, budget, and management analysis is required.

JOB KNOWLEDGE: General knowledge of the ICE organizational structure

Education Requirements:
Completion of 2 years post-secondary education in general studies.

LANGUAGE: Level 4 (fluent) in speaking/reading/writing in English is required.

SKILLS AND ABILITIES: The incumbent must have strong communication, interpersonal, and analytical skills, as s/he will contribute to the accuracy of information and reports provided by the ICE Attaché Ottawa office. General knowledge of ICE concepts, principles, regulations, and policies related to budget development and implementation sufficient to plan, organize, evaluate, and improve budget services and processes of the office at post. Must have ability to perform work independently and efficiently in a timely manner.

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission 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.

All applicants under consideration will be required to pass medical and security certifications.

Benefits and Other Info

Benefits:Agency Benefits:
Locally Employed Staff, including Members of Household (MOHs), and Third-Country Nationals (TCNs), working at the U.S. Mission in Canada may receive a compensation package that may include health, separation, and other benefits.

For EFMs, benefits should be discussed with the Human Resources Office.

The pay plan is assigned at the time of the conditional offer letter by the HR Office.

Other Information:
HIRING PREFERENCE SELECTION PROCESS: 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*


FS on LWOP and CS with reemployment rights **

  • IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification. A “certification” is any written document 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 should be on letterhead of the appropriate military branch of the 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.

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

How to Apply

How to Apply:
All candidates must be able to obtain and hold a Public Trust clearance.

To apply for this position click the “Submit Application” button. For more information on how to apply visit the Mission internet site.

Required Documents:
Please provide the required documentation listed below with your application:

Copy of Orders/Assignment Notification (or equivalent)

Residency and/or Work Permit (Proof of eligibility to work in Canada)

Passport copy

Transcript of post secondary education

DD-214 – Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)

SF-50 (if applicable)

Next Steps:
Applicants who are invited to take a language or skills test, or who are selected for an interview will be contacted via email.

For further information – the complete position description listing all of the duties, responsibilities, required qualifications, etc. may be obtained by contacting the Human Resources Office.

Thank you for your application and your interest in working at the U.S. Mission in Canada.

About Company

Company: US Embassy and Consulates in Canada

Company Location:  Ottawa, ON

Job Category:

About US Embassy and Consulates in Canada