The U.S. Department of State is developing a rank-order list of eligible hires for a limited number of Office Management Specialist vacancies based on the needs of the Department.
To learn more about the Department of State and a career as a Foreign Service Specialist, please visit us at https://careers.state.gov.
This is a 9017 Foreign Service equivalent to the 0318 Civil Service series.Learn more about this agency
The primary responsibilities of a Foreign Service Office Management Specialist (OMS) 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: maintaining and coordinating calendars, coordinating and requesting meetings, tracking and responding to 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, processing information requests, and maintaining procedure manuals;
- Supporting management of office staff: editing position descriptions, supervising staff, tracking performance reviews, participating on committees, maintaining databases, 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, submitting work orders, tracking office equipment maintenance, requesting supplies, answering phones, and distributing mail; and
- 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), with training provided.
Occasional travel - A Foreign Service Specialist 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.
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This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/548710200. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.