U. S. Department of State

INTERAGENCY POST EMPLOYEE POSITION DESCRIPTIONPrepare according to instructions given in Foreign Service National Handbook, Chapter 4 (3 FAH-2).

1. Post \2. Agency \3a. Position NumberGUADALAJARA STATE 312803 AS4-20l

3b. Subject to Identical Positions? Agencies may show the number of such positions authorized and/or established after the "Yes" block.

DYes 0 No

4. Reason For Submissiono a. Redescription of duties: This position replaces

(Position Number) (Title) (Series) (Grade) _____

0 b. New Position

0 c. Other (explain) Updated to reflect new American Supervisor

5. Classification Action Position Title and Series Code Grade Initials Date(mm-dd-yyyy)

a. Post Classification AuthorityHuman Resources Assistant, 305 R 07/07/2016WHA/EX/FRC FSN-7

b. Other

c. Proposed by Initiating OfficeI-IUMAN RESOURCES ASSISTANT, FSN-30S 7 05-20-2016

6. Post Title Position (If different from official title) 7. Name of Employee

f-------- -8. Office/Section - a. First Subdivision

MANAGEMENTI

HUMAN RESOURCES

b. Second Subdivision I c. Third Subdivision

9. This is a complete and accurate description of the duties and 10. This is a complete ~ accurate description of the duties andresponsibilities of my position. responsibilities of t. I osition.

Printed Name of Employee ljed Name of Supervisor , I

-.~-------- -'Signatureof Employee Date (mm-dd-yyyy) (s.;gnPttyeof Supervisor Date (mm~dd-yyyy)

11. This is a complete and accurate description of the duties and 12. I have satisfied' myself that this is an accurate description of thisresponsibilities of this position. There Is a valid management need position, and I certify that it has been classified In accordancefor this position. with appropriate 3 FAH-2 standards.

dlf1led Na~fiief or Agency Head Printed Name of Admin or Human ResourcesOfficer

07/07/2016/ Signatureof Sectio!1Chief'0; Agency Head Date (mm-dd-yyyy) Signatureof Admin or Human ResourcesOfficer Date (mm-dd-yyyy)

13. Basic Function Of PositionIncumbent performs a wide variety of Human Resources (HR) duties in support of Locally Employed Staff (LES) at post. Employeehandles the Performance Management Program as well as the recruitment and appointment of LES, and provides guidance to LES andSupervisors on various Hk-relared issues. He/she serves as alternate Main Timekeeper and backs-up the HR. Assistant supportingAmericans Officers. Employee might be asked to act as HR Supervisor during the senior !-IR Assistant's absences.

14. Major Duties and Responsibilities 35 % of Time

LES PERFORMANCE MANAGEMENTEmployee is responsible for the LES Performance Management Program at Post, developing strategies to ensure submission of WorkDevelopment Plans (WDPs) and Employees' Performance Reports (EPRs) in accordance with established guidelines. Incumbentadvises raters and/or employees on the process, as needed. He/she forwards all performance-related reports to the HR office inMexico City, along with requests for personal actions, i.e. Promotions and Within Grade increases (WGTs) and follows-up until thecorresponding personal action is reflected in the employee's records.

!-IR GENERAL( 25%) (Se. Addendum 1)

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OS-298 (Formerly OF-2gB)04-2008

Page 1 of 2

15. Qualifications Required For Effective Performancea. Education

At least two year of college or university studies.

b. Prior Work Experience

A minimum of two years working experience as an Assistant in a professional office environment, involving extensive publiccontact and customer service.

c. Post Entry TrainingIncumbem will further develop the necessary knowlwdge regulations and procedures needed to perform the full range of dutiesrequired by this position, through on-the-job training, distance learning courses, as well as formal class training, as budgetperm its.

d. Language Proficiency: List both English and host country language(s) proficiency requirements by level (1/, /II) and specialization (sp/read).Level III Good Working Knowledge) of English and Spanish (spoken, reading, and writing) is required.

e. Job KnowledgeA working knowledge of Microsoft Word, Windows and Excel; A sound knowledge of the Local Labor Law, as well as IMSSand INFONA VIT regulations and procedures. Familiarity with the local culture, customs, and recruitment trends is also required.

f. Skills and Abilities

Excellent office skills. Well-developed interpersonal skills and discretion are a must. Ability to comprehend and apply detailedregulations and procedures pertaining to work.

16. Position Elementa. Supervision Received

Incumbent works under the direction of the senior Human Resources Assistant and must be capable of resolving moderatelydifficult to complex issues with only infrequent assistance.

b. Supervision ExercisedNone

c. Available GuidelinesInternal: FAM and FAI-I Volumes and DSSR pertaining to the responsibilities assigned. DOS policies on Recruitment andPerformance Management, as well as Management Procedures related to area of work. External: Local Labor Law, lMSS andfNFONA VIT regulations.

d. Exercise of Judgment

Interprets USG regulations as they relate to his/her area of responsibility. Utilizes a sound understanding of priorities inorganizing his/her own work.

e. Authority to Make Commitmentsone

f. Nature, Level, and Purpose of ContactsInternal: Has regular contact with American and LES from all sections and agencies in the Consulate. Maintain workingrelationships with Embassy's employees in HR, FMC and the HU, as well as with the CFSC/Payroll Unit. External: Periodicalcontact with Representative from the Private Health Benefits Company, Administrative staff from the IMSS, and TestingCoordinators at Language Schools.

g. Time Expected to Reach Full Performance LevelOne year.

OS-298 Page 2 of 2

Addendum 1Duties include: Counsel employees on work schedules, salaries and allowances, benefits, health and life insurance,leave entitlement, retirement, ethics conduct. dress code, etc; Advise supervisors on Standards of Conduct andApplicable Disciplinary Action; Report enrollment, salary modifications and withdrawals of employees to the InstitutoMexicano del Seguro Social (IMSS), noting discrepancies found; Update the HR/LES section in Intranet postingrelevant information and forms: Maintain electronic HR files for LES, disposing them in accordance with guideline;Keep training records for LES; prepare Repayment Agreements for training involving disbursement of USG funds;Arrange for purchasing of additional Health Insurance for LES traveling to a foreign country for training or TDY;request payment of the additional allowance (UCWB) for employees traveling on TDY to posts with danger pay;Review LES information in WEBPASS for accuracy, reporting discrepancies found; Schedule and arrange forperiodical medical examinations for employees driving Government Owned Vehicles (GVOs), in accordance withFAM regulations; Prepare all check-out paperwork for employees ending their relationship with the Consulate due totermination or resignation; Participate in the preparation of award nomination packages for the Post AwardsCommittee (PAC) review, prepare award certificates following approva,1 and requests payment of cash awards viapayroll; Assist with arrangements for periodical Awards ceremonies,

RECRUITMENT AND APPOINTMENT (20%)Employee handles the recruitment and appointment for LES positions in the Consulate following the DOSrecruitment policy, ensuring that hiring preference's regulations are observed, Incumbent schedules, coordinatesand participates in interviews with qualified candidates as HR advisor, Employee submits request to start the securitycertification for the selected candidate and makes arrangements for the medical examination, He/she drafts theformal job offer and work with the prospect candidate on the various forms needed for the appointment, upon themedical clearance and the security certification are confirmed, Employee prepares all appointment forms and assistsnew employees with check-in procedures, He/she carries out orientation sessions for newly appointed employees,

"

PAYROLL (10%)Incumbent advises FSNs on payroll matters, including enlightenment on the Earnings and Leave statements, He/sheserves as alternate Main Timekeeper, working with FMC staff in charge of payroll as well as the payroll office inCharleston to resolve payroll issues, Employee ensures that the appropriate code is properly reported in the T&A foremployees under sick leave covered with a certificate from the IMSS (incapacities), following-up with the InstitutoMexicano del Seguro Social (IMSS) for issuance of check; Processes payment to the employee confirming that thecorrect amount is reflected in the employees' E&L statement. Inconsistencies should be reported, Employeeprepares the necessary documentation for employees obtaining a credit from the Instituto del Fondo Nacional de taVivienda para los Trabajadores (INFONAVID, and submit the forms to start, modify, or stop deductions, He/sheshould review E&L statements to confirm that the requested action has been processed,

BACK-UP AND OTHER(10%)Incumbent prepare reports and statistics on LES Leave & Attendance records and maintains organizational chartsfor all sections /agencies in the Consulate; develops and maintains flow charts and SOPs on the various HRprocesses for LES, in accordance with ICASS standards; performs duties in support of the Foreign Service Nationallnternship Program, and supports the Consul General with preparing the apopintmentltermination paperwork for thedomestic employees of the Principal Officer Residence,

Employee shares responsibility with the Assistant handling HR duties for American Officers, performing activitiesincluded in the HR Duty Week, i.e. updating the HR bulletin board as well as the exhibitor with HR forms; openingand locking HR files, coordinating the Health Insurance Representative visits, etc.

Incumbent backs-up the HR Assistant responsible for HR duties in support of Direct-Hire Americans and might beasked to back-up the HR Supervisor while absent.

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,"