Switchboard Operator at U.S. Embassy South Africa

Duties

• This position works primarily as a receptionist and switchboard operator for the U.S. Consulate in Johannesburg.  It provides backup mailroom duties when required.
• This position is responsible for receiving, re-directing, and managing all incoming telephone calls and placing local, national, and international phone calls as required by Consulate employees. Also monitors the Consulate's main fax machine and sends/receives faxes as needed by other Consulate Sections. Updates and maintains switchboard calling information, and monitors status of telephone lines.
• This person is expected to report problems to the Information System Officer (ISO). They operate a Nortel 11 C Switchboard Console.  Other administrative tasks such as distributing bills, updating phone lists, and more may be assigned by the mailroom supervisor or Information Programs Center (IPC) U.S. Direct Hire (USDH) management.

The incumbent assists with the switchboard:

• Operate the telephone switchboard;
• Receive local, long-distance, IVG,
• Voice over Internet Protocol (VoIP) calls;
• Assists callers in connecting with the appropriate offices or person;
• Provides information regarding the use of the telephone system and updates the phone list and SAFE. 
• While attending the switchboard, the incumbent will be multi-tasking and performing other duties.
• Provides consular (Immigrant and Non-Immigrant) visa information to customers via the telephone.
• Assists with monitoring and basic troubleshooting of phone line problems and calls the local telephone company to enter tickets for line problems affecting the consulate

Administrative Duties: 

As needed, various administrative duties may be assigned including, but not limited to:

• Managing calendars,
• Assisting with preparation of training materials or helping with other logistical requirements to support our training classes and conferences at the Consular
• Keeping the Consulate’s phone list current,
• Filing records
• Assists is the mailroom as back-up

Qualifications and evaluations
Requirements:
EXPERIENCE:  

• A minimum of two years of experience as a receptionist or switchboard is required.  

JOB KNOWLEDGE:  

• The incumbent must have a good working knowledge of host country politics, history, and culture as well as U.S. foreign policy objectives for the region and the host country.

Education Requirements:

• Completion of secondary school (grade 12) is required.

Evaluations:
LANGUAGE: 

• English level 4 (Limited Knowledge) Reading/Writing/Speaking is required. (This may be tested)
• One additional South African official level 3

SKILLS AND ABILITIES:

• Ability to develop and maintain relationships and have a pleasant demeanor and ability to work well with the public is required.
• Incumbent often works independently and must demonstrate initiative, resourcefulness, and good time-management skills.
• Often works with sensitive information and must have high standards of integrity, the ability to work under pressure, and display excellent interpersonal skills.
• Ability to operate facsimile and copy machines is required.
• Basic familiarity with MS Word and Excel is required. (This will be tested).
• Must be able to operate office equipment and be able to perform basic troubleshooting such as clearing jams and replacing consumables.
• Should be adept at dealing politely and professionally with the public and our internal customers. Incumbent must be able to operate cord or console type telephone switchboard system.