Interagency Foreign Service National Employee Position
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U.S. Department of State INTERAGENCY POST EMPLOYEE POSITION DESCRIPTION Prepare according to instructions given in Foreign Service National Handbook, Chapter 4 (3 FAH-2) 1. POST 2. AGENCY 3a. POSITION NO. Taipei, Taiwan AIT/Taipei PSA-329 3b. SUBJECT TO IDENTICAL POSITIONS? AGENCIES MAY SHOW THE NUMBER OF SUCH POSITIONS AUTHORIZED AND/OR ESTABLISHED AFTER THE”YES” BLOCK. Yes No PSA-020, PSA-329, AIT-245 4. REASON FOR SUBMISSION a. Redescription of duties: This position replaces (Position No.) , (Title) (Series) (Grade) b. New Position c. Other (explain) Duties update Date 5. CLASSIFICATION ACTION Position Title and Series Code Grade Initials (mm-dd-yyyy) a. Post Classification Authority BKK/RHRO/BRCC Telephone Operator/Helpdesk Clerk, FSN-605 5 BCK 12/15/15 b. Other c. Proposed by Initiating Office 6. POST TITLE OF POSITION (If different from official title) 7. NAME OF EMPLOYEE 8. OFFICE/SECTION a. First Subdivision Management Section Information Management Office b. Second Subdivision c. Third Subdivision 9. This is a complete and accurate description of the duties and responsibilities 10. This is a complete and accurate description of the duties and responsibilities of my responsibilities of position. of this position. Typed Name and Signature of Employee Date (mm-dd-yyyy) Typed Name and Signature of 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 this responsibilities of this position. There is a valid management need for this position, and I certify that it has been classified in accordance position. with appropriate 3 FAH-2 standards. Typed Name and Signature of Section Chief or Agency Head Date(mm-dd-yyyy) Typed Name and Signature of Admin or Human Resources Officer Date (mm-dd-yyyy) 13. BASIC FUNCTION OF POSITION IRM Help Desk Clerk: The incumbent is responsible for receiving, directing, and tracking all classified and unclassified help-desk ticketing platforms. Incumbent must resolve these issues within their scope providing first-call resolution whenever possible. Maintain a knowledge management database for all IRM and IT information. Request and/or terminate all residential broadband Internet contract services for Direct Hire Americans who are arriving or departing. Purchase and/or terminate personal cell phone contract services with local Telecommunication Company for all Direct Hire Americans and their family members. Track all purchase orders and cash delivery services including broadband Internet access card(s), cell phones and SIM cards for all customers requesting these services. Provide technical support of all broadband Internet installation/repair when users experience technical problems. Maintain all relevant Help Desk and customer databases in support of tracking the contract or inventory information for all customers. Telephone Switchboard Operator: Perform duties as telephone switchboard operator engaged in providing switchboard operator services to all agencies and sections within the AIT. DS-298 (Formerly OF-298) 04-2015 Page 1 of 4 14. MAJOR DUTIES AND RESPONSIBILITIES % OF TIME Information Resources Management (IRM) Help Desk Clerk 50% Provide customers with telecommunications technical services, gathering Information Technology (IT) information and support in the use of IM products and services. Answer calls and identify customer needs, perform required research and/or information retrieval, provide information, make appropriate referrals and prepare written responses as needed. Provide Help Desk technical services to: Provide IT software information to AIT users. Enter all tasks into an automated tracking system by calls or e-mails. Perform first-call resolution to the greatest extent possible ensuring that resolutions are entered as part of the tracking record. Open trouble tickets in the database and follow and report the outcome to customers. Provide official and personal cellular phones, home phone, broadband Internet, and Internet-based Media-On-Demand (MOD) TV services for AIT Direct Hires and their family members. Liaise frequently with the project managers and technicians of the local Telecom and cellular companies to complete broadband Internet, cellular phone, home phone and/or MOD TV requests. Tracking all of the processes included, but not limited to: o Complete the contract document for broadband, cellular, and/or MOD TV service and fax copy of the request to the vendor. o Check status of all requests and orders (for broadband Internet, cellphone or MOD TV) for tracking purposes. o Broadband Internet service: Schedule the installation date with customer, Telecom project manager, and engineers. Pick up broadband Internet user cards from local Telecom and transfer the card to customer, assist customer about the Internet set-up when necessary. o Personal cell phone: Receive funds from customer and deliver to the project manager of the local Telecom. Provide instruction to customers on how to operate the cell phone and provide assistance in all telephone- related information. o Official cell phone service: Receive cell phone package from telephone technician, transfer the phone to customer, provide instruction on how to operate the cell phone, and provide assistance in all telephone-related information. o Act as interpreter when Direct Hires do not have local language skills to communicate with local broadband Internet engineers installing or repairing residential broadband Internet and/or MOD TV services. Provide various types of resolutions for broadband and MOD TV problems for customers (on line or in person). o Billing information updated to the Project Manager of local Telecom. Maintain Help Desk database (Cell phone, radio, check in/check out databases) Gather and continually update broadband Internet provider and cellular phone plans and ensure updates are reflected on the IM Help Desk SharePoint website. IRM administrative support 10% Attend meetings or briefings and update the IMO/IPO on repetitive calls and support-desk status. Attend training as required but also extend their own knowledge through use of computer based training opportunities. Maintain awareness of the hierarchy of the Information Management Office to best determine the person or office to respond to a call that the help desk clerk cannot resolve. Assist in performing online surveys to determine customer satisfaction and then assist in analyzing and addressing survey responses. Perform all duties in a calm, courteous and professional manner. Telephone Switchboard Operator 40% Provide switchboard operator services to all agencies and sections within the AIT. Operate the Nortel PC operator console for the entire mission. Answer incoming calls quickly, politely and in a helpful and professional manner. Gather latest telephone technology information and support in the use of telephone products and services. Answer calls and identify customer needs, perform required research and/or information retrieval, provide information, make appropriate referrals and prepare written responses as needed. Process incoming and outgoing telephone calls using the Nortel PC operator console. Effectively handle emergency calls and special assistance situations. Responsible for all occurrences on their shift including reporting of equipment failures, staffing situations, emergency calls and threat reporting to the RSO. Responsible for activation of threat recording equipment when required. Other duties include: Perform keyboard operations while simultaneously responding orally to customer requests. Maintain electronic logs for statistical reporting and assist in compiling reports as needed. Help in maintaining the voice-mail system and in obtaining and providing the monthly usage reports. DS-298 (Formerly OF-298) 04-2015 Page 2 of 4 Provide telephone-related information including voicemail operation, telephone function key settings, instructions on overseas calling and calculation of telephone bills. Maintain and update the Telephone Directory and Phone Contact List on the AIT intranet SharePoint website as needed. Maintain database contained on the Nortel Telephone Console. Other duties assigned 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. 15. QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE a. Education: The completion of college or university studies level is required. b. Prior Work Experience: The position requires two years of IT Help Desk environment or customer service center. c. Post Entry Training: Help desk function training; trouble ticket tracking system training; Help desk database training; Basic IT software training; Nortel telephone console terminal and database training; Basic Digital Subscriber Line (DSL) training; Cell phone purchase process training; all aspects of switchboard operations, including the names and extensions of AIT personnel. d. Language Proficiency: List both English and host country language (s) proficiency requirements by level (II, III) and specialization (sp/read): Level III English (Sp/W), Level III Mandarin (Sp/W) e. Job Knowledge: Knowledge of personal computers and database management systems in order to maintain databases used in collecting, organizing, and analyzing information. Knowledge of intranet in order to maintain SharePoint webpages. Knowledge of IM components in order to properly refer customer