The U.S. Department of State, our country’s lead foreign policy agency, provides a rich international experience whether at home or abroad, and opportunities to become responsible leaders.
Each day, our employees make a difference as they contribute to our global society and defend and advance our country’s interests and values. They work on the business of diplomacy and high priority issues that impact the safety, security, and prosperity of our world – human rights, environment, energy, food security, public health, and technology – all while experiencing a unique career.
Our talented workforce reflects and champions all of our strengths and diversity – personal, professional, and educational. We offer a workplace that values and rewards leadership, collaboration and innovation, and personal and professional development.
Foreign Service (FS) Office Management Specialists (OMS) serve at U.S. embassies and consulates worldwide and a few domestic locations. OMSs provide professional office management and administrative support at our posts in various embassy sections such as the Political, Economic, Management, Public Diplomacy, Consular or Security Sections.
Responsibilities include providing and managing a range of administrative and office management functions including:
- Managing the calendar(s) and schedule(s) for senior staff,
- Proofing, editing, tracking and filing documents,
- Preparing agenda and materials for meetings,
- Providing computer and mobile device support,
- Knowledge management,
- Planning and assisting with official events and visitors.
The Department of State is developing a rank-order list of eligible hires for a limited number of FSS vacancies based on the needs of the Department. To learn more about the Department of State and a career as an FSS, please visit us at http://careers.state.gov/work/foreign-service/specialist/career-tracks#.
Learn more about this agency
Duties vary greatly depending on the size of the post and the particular position to which assigned. A strong command of the English language, superior office management skills, and in-depth knowledge of office computer software are essential for this position. The following list is neither exhaustive nor in priority order; however, basic duties may include the following:
- Supporting Department personnel and offices - tracking meetings, external event invitations, courtesy calls, visitors, phone bills, preparations for meetings, arranging travel, and processing expense vouchers.
- Supporting official events - planning events, tracking event budget and expenses, requesting or monitoring event supplies, coordinating event attendance, maintaining event guest lists, receiving and recording visitors, and serving as event control officer.
- Preparing written materials – preparing briefing materials, drafting documents, facilitating agendas and follow-up from meetings, processing meeting notes, processes information requests, and maintaining procedure manuals.
- Supporting management of office staff – editing position descriptions, supervising staff, tracking performance reviews, participating on committees, maintaining databases on office issues, reporting time and attendance, maintaining leave information, and supporting temporary duty staff.
- Supporting information technology and records – providing computer software support, maintaining tasking and other document tracking systems, using travel systems, using an electronic message delivery system, maintaining biographic data, maintaining files, and supporting other electronic record systems as needed.
- Managing the office – supporting emergency response processes, ensuring security of classified and sensitive information, tracking office equipment maintenance, requesting supplies, answering phone, and distributing mail.
- Integrating with local culture – learning cultural norms, developing professional relationships, and participating in local organizations.
- It is not uncommon for an OMS to regularly perform duties outside of the normal business hours of the office due to needs of the post, official visits, or as part of a regular after-hours duty rotation.
- At small posts, OMSs may also be required to provide additional services as back-up Information Management Specialists (handling official telegraphic messages and diplomatic pouches), training provided.
Occasional travel - An FSS generally spends the majority of his/her career assigned to the Department of State's overseas missions and at times, lives away from family and/or in difficult or isolated conditions. Selected applicants will be notified of an Oral Assessment (OA) requirement in Washington D.C. For the selected applicants, all travel and other expenses incurred in connection with the OA are the sole responsibility of the applicant.
Who May Apply
This job is open to…Must be a U.S. citizen. Potential applicants should read the entire announcement to ensure that they meet all of the requirements and understand a Foreign Service career.
Applicants may not reapply for one year after the previous application for the same positon.
If a State Department Suitability Review Panel denied suitability in the last two years, you may not apply (except Diplomatic Security Special Agent (SA) candidates whose denial was based solely on the unique requirements for SAs.)
Job family (Series)
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/480829000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.