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Job: Registry and Safehand Officer

Position Details

Location: Embassy of Australia, Washington DC

LE Level: LE4

Position Number: 10012

Status: Full-time

Agency/Branch/Work Unit: DFAT/Records Management

Salary: $53,380 USD per annum

Security Assessment: Required*

*This position is a designated security assessed position. Applicants must be Australian citizens or Australian dual nationality citizens to be eligible for engagement. 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 Officer: Specific questions related to the position can be directed to Jo Kelly at jo.kelly@dfat.gov.au

Recruitment Officer: Information about Locally-Engaged positions: https://usa.embassy.gov.au/terms-and-conditions-employment

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  Monday, 11 June 2018.

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: https://usa.embassy.gov.au/how-apply


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 role of the Department of Foreign Affairs and Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia’s security, enhancing Australia’s prosperity, delivering an effective and high quality overseas aid program and helping Australian travellers and Australians overseas.

The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia’s pursuit of global, regional and bilateral interests.

About the Position

The position is responsible for Performing Records Management duties and providing Safehand services. As part of these duties the position is required to perform regular and ongoing out of hours duties, including on Public Holidays and if necessary week-ends for which appropriate overtime rates will be paid. Safe-hand duties involve duty at the airport and at times in inclement weather.

Duty Statement

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

  • Coordinate DFAT records management and daily registry functions including assist with review, development and implementation of strategies
  • Research file holdings to produce information as requested and carry out archival actions including the sentencing and destruction of corporate records
  • Undertake administrative functions relating to the Registry and Safehand including overseeing payment of accounts and regular maintenance checks for Registry and Safehand equipment (including freight vehicle, shredders)
  • Manage the DFAT Records Management Help Desk and be the first point of contact for information management and training support
  • Co-ordinate the distribution of all Safehand material arriving and departing Washington Post and liaise with relevant embassies, agencies for the delivery and collection of Safehand material
  • Provide escort services for Diplomatic Couriers arriving and departing post.
  • Maintain ongoing access to secure locations and at airports for delivery of Safehand services
  • Distribute incoming faxes
  • Act as Mail Room Officer and provide operational support as required.

Selection Criteria

Candidates must address all selection criteria for applications to be considered.


  1. Effective record management skills and knowledge of relevant systems, functions and processes, including TRIM/EDRMS or another computerized information management system (Administrator capability).

  2. Knowledge of DFAT security requirements and procedures for the handling of suspicious and/or hazardous material and diplomatic safe-hand mail.

  3. Ability to effectively co-ordinate staff and manage resources to ensure effective operation of the Registry and Safehand duties.

  4. Effective written, oral and interpersonal communication skills including the ability to provide training and guidance and work as part of a team.

  5. Ability to provide training and client support, undertake research and develop communication strategies.

  6. Demonstrated organisational skills, ability to manage priorities, handle multiple tasks, and work with limited supervision.

  7. Knowledge and/or experience using computerized information management systems, Microsoft Office and Window based programs.

  8. Current clean U.S. driver’s licence and ability to drive a large vehicle.

  9. Ability to lift weights up to 40 lbs on a regular basis and occasionally up to 70 lbs.