Australian Consulate-General
Chicago
The Australian Consulate-General in Chicago invites applications for the part-time
position of Passports and Administration Assistant.
The Consulate-General in Chicago is responsible for representing Australia’s interests
in the Midwest of the United States of America.
The terms of employment will be in accordance with the Chicago Locally Engaged Staff
Conditions of Service Handbook. Employment will be offered on a contract basis, for
two days per week for a period of up to two years. The salary will be negotiated within
the range of US$16,500 to $18,942 per annum, depending on experience.
The Consulate-General in Chicago will not be responsible for any costs incurred for the
successful applicant’s US visa application, relocation costs, nor the return of the
employee and family to their country of origin at the end of the contract.
The Consulate-General in Chicago will arrange the necessary work authorisation for
the successful applicant should s/he be a non-US citizen or non-US Permanent
Resident.
Job Description
Assist the Passports Officer to perform the day-to-day passports functions. Answer
telephone calls and assist clients with Passports enquiries. Develop and maintain the
Consulate’s contacts database. Carry out other administrative duties as requested to
support the activities and work priorities of the Consulate.
Duty Statement
The position is responsible for the following duties under direction and guidance as
required and in accordance with Workplace Diversity and Work Health and Safety
principles and practices.
1. Provide support to the Passports Officer by undertaking a range of functions
associated with the acceptance and processing of applications for Australian
travel documents in accordance with the Manual of Australian Passport Issue.
(60%)
2. Respond to enquiries from clients relating to passports issues. (25%)
3. Develop and maintain the Consulate’s contacts database. (10%)
4. General administrative duties to support the Consulate’s work. (5%)
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SELECTION CRITERIA
Candidates must, in their written application, address each of the following
selection criteria.
Essential
1. Demonstrated high level of administrative experience, with strong attention to
detail.
2. High level of written and oral communication skills.
3. Ability to interpret and apply relevant legislation, policies, procedures and
guidelines across areas of functional responsibility.
4. Ability to show discretion, initiative and a clear understanding of the operational
needs of the Consulate.
5. Well developed interpersonal and client service skills.
6. Demonstrated ability to work under limited supervision and set priorities.
7. Experience with Microsoft Office suite of applications and Lotus Notes.
Desirable
1. A valid US driver’s licence
2. SAP skills.
3. Knowledge of the Australian Passport Act 2005 and its associated rules and
regulations.
This position reports to the Deputy Consul-General.
HOW TO APPLY
Applications must include:
1. the attached Job Application coversheet.
2. the attached Employment and Qualifications Background sheet
3. a statement addressing the Selection Criteria (maximum two pages). In
addressing the selection criteria, you should use specific examples of work you
have done, describing how you have contributed to a process or an outcome,
and how this relates to the criterion you are addressing.
Applications that do not address the selection criteria will not be considered.
Those applicants who most successfully meet the criteria will be contacted for an
interview. Phone interviews may be conducted for any applicants selected for interview
who do not currently reside in the Chicago area. Applicants who are not selected for
interview will not be contacted.
Applications close on 5 April 2013.
Please send applications by email only to: lorenzo.strano@dfat.gov.au
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Job Application Cover Sheet
1. Particulars of Position Applied For
Title
Passports and Administration Assistant
2. Personal Particulars
Title
Surname
Given Name(s)
Work Number (incl. Area Code)
Postal Address
Home Number (incl. Area Code)
City, Suburb or Town
Other Number (eg Mobile)
Email Address
State
Postcode
3. Employment
Are you, or have you ever been, employed within the Department of Foreign Affairs and Trade portfolio?
YES __ NO __
4. Referees
Referee’s Name
Referee’s Name
Contact Number
Contact Number
NOTE : References are an important part of the recruitment process. Referees may be contacted during the short listing
process.
5. Citizenship
Are you an Australian
citizen?
Are you a citizen of any other
country?
YES __ NO __
YES __ NO __
If yes please List:
6. Applicant’s Statement
The above information, to the best of my knowledge, is true and correct. I consent to the Australian ConsulateGeneral Chicago collecting and using information, including verifying my academic and/or professional
qualifications with relevant institutions; and to relevant employers disclosing information, in relation to my work
performance and conduct for the purpose of assessing my suitability to carry out the duties of the job I have applied
for, and suitability to become an employee of the Consulate.
Signature or place an X in the box below if completing form electronically
Date:
3
Employment & Qualifications Background
1. Personal Particulars
Surname
Given Name(s)
Title
2. Current Employment
Month/Year
Employer
Position
Duties
Brief Description
3. Previous Positions Held (including movement within an organisation)
Month/Year Month/Year
Commenced Finished
Employer
Position
4. Academic Qualifications
Year
Received
Qualification
Institution
5. Languages
Proficiency Level
Language
6. Other
e.g. Awards, Academic Appointments, Publications, Professional Associations, etc
4
Level