Embassy of Australia
United States of America

PN 10171 Defence Registry Officer - September 2017

                                  Vacancy Notice

                      Defence Registry Officer


Position Details

Location: Embassy of Australia, Washington DC

LE Level: LE3

Position Number: 10171

Status: Full-time

Agency/Branch/Work Unit: Defence/Registry

Salary: $46,865 per annum

Security Assessment: Required*

* This position is a designated security assessed position.  Applicants must be Australian citizens.  Employment in the advertised position is dependent on the employee having or acquiring a valid DFAT recognised security clearance. Security clearances can take several months to process, and employment cannot be commenced until an appropriate clearance is confirmed. There is no guarantee that the successful candidate for the position will be successful in obtaining a clearance.  The inability to obtain a clearance prevents that applicant from being employed and loss of a security clearance at any time will lead to termination of employment.

Contact Information

Contact Officers: Specific questions related to the position can be directed to Alan Robertson at alan.robertson2@defence.gov.au

Recruitment Officer: Information about Locally-Engaged positions and Embassy recruitment procedures can be located on our website: http://www.usa.embassy.gov.au/whwh/Employment.html.

Email additional questions to: Recruitment.Washington@dfat.gov.au.

Closing Date

The closing date for receipt of applications for this position is Close of Business on Friday, 22 September 2017 (EST).

Applications received after the closing date will not be considered. If you have not been requested to attend an interview within four weeks of the closing date please assume that your application has not been successful on this occasion.

How to Apply

For details on how to apply, please see our website: www.usa.embassy.gov.au/whwh/HowToApply.html.


Please note taxation is a personal responsibility for all Locally Engaged Staff and individuals should confirm their taxation obligations before considering an offer of employment with the Embassy.

About the Department

The primary role of Defence is to defend Australia and its national interests against armed attack. In doing so, Defence serves the Government of the day and is accountable to the Commonwealth Parliament which represents the Australian people to efficiently and effectively carry out the Government's defence policy. Australia's defence policy is founded on the principle of self-reliance in the direct defence of Australia, but with a capacity to do more where there are shared interests with partners and allies.

About the Position

The position is located in the Defence Registry Section of the Australian Defence Staff, Washington DC (ADS-W).  The position is part of a team responsible for records management and Classified material handling for Australian Defence Staff in North America. The position reports to the ADS-W Registry Manager.  Work is performed independently and as part of a team. Work is primarily office based with some occasional driving. The position is expected to proactively manage and implement strategies to ensure effective and compliant records management in Defence.

Duty Statement

The key responsibilities of the position include, but are not limited to:

In accordance with Workplace Diversity, Occupational Health and Safety and Industrial Democracy principles and practices the position is responsible for the following duties under limited direction and with guidance as required:

  1. Duties of the Defence Registry Officer include the following: 
  • Proactively manage ADS-W records in accordance with current Australian Government and Defence Policies and guidelines including use of electronic and manual filing systems. 
  • Creating, classifying and archiving files, modifying ownership and movement of files and file disposal.
  • Champion electronic and paper Records Management best practices, including providing Records Management advice, guidance and training to Defence staff of all levels to ensure best practices are achieved.

       2.    Backup the duties of the Safe Hand Officer’s position when required.

  • Maintain competency in all aspects of the Safe Hand Officer’s duties ensuring that all Australian Government guidelines are followed when dealing with Classified matter.

        3.  Backup the defence Mail Room position’s duties when required.                                                                                                                       

  • Ensure that the level of knowledge is maintained through constant liaising with the Mailroom position.

        4.  Other duties as directed.


Selection Criteria

                                       Applicants must address all criteria listed


  1. Well developed skills and knowledge of Australian Government Records Management.  Including knowledge of relevant systems, functions and processes.
  2. An understanding of the requirements for dealing with classified materials, according to Australian Defence guidelines.
  3. Sound organisational skills, including the ability to work under limited supervision, at times under pressure while managing priorities to achieve team goals.
  4. Well developed client service, communication and interpersonal skills, including the ability to effectively consult with clients at all levels.
  5. Ability to contribute effectively as a member of a small team, including proven initiative, cooperation, flexibility and reliability.
  6. Hold, or have the ability to obtain a U.S. driver's license.
  7. Proficiency in the use of Microsoft Office and Windows based products.


        8.  Working knowledge of DRMS (Objective), Defence Records Management System.