Clarification from the agency

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 position. 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).

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:

1. 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;
2. 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;
3. 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;
4. 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.
5. 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;
6. 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
7. 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.

Conditions of employment

• Be a U.S. citizen and available for worldwide service.*
• Be able to obtain a Top Secret Security Clearance.
• Be able to obtain an appropriate Foreign Service Medical Clearance.
• Be able to obtain a favorable Suitability Review Panel determination.**
• Be at least 20 years old to apply; at least 21 years old to be appointed.
• Be appointed prior to age 60 (preference eligible veterans excepted).***

Foreign Service Office Management Specialists (OMSs) 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 agendas and materials for meetings;
• - Providing computer and mobile device support;
• - Knowledge management; and
• - Planning and assisting with official events and visitors.

An OMS must adhere to the highest standards of integrity, dependability, attention to detail, teamwork and cooperation while accepting the need to travel, to live overseas, and when necessary, to live away from family.

Qualifications

Specialized Experience

Specialized Experience demonstrates that the applicant has acquired, and is able to apply, a combination of specific knowledge, skills and abilities appropriate to this Foreign Service position.  All qualifying Specialized Experience must be of a progressively responsible nature in office management and/or administrative functions and MUST have been acquired from supporting one or more senior individuals.

To qualify as Specialized Experience, the duties must have a combination of secretarial, administrative assistant or office management components of at least 60% of the work duties.

Examples of Specialized Experience include, but are not limited to:

1. Managing calendar(s) and schedule(s) for one or more senior staff; 
2. Proofing and editing documents, as well as tracking written materials and maintaining office files;
3. Preparing documents, handouts, or computer presentations (e.g. PowerPoint) for meetings, including drafting agendas and following up on commitments made at meetings;
4. Providing computer support of all types (e.g., basic and specialized applications, troubleshooting, mobile devices, latest apps, tools and social media) and knowledge management (e.g., developing and maintaining databases, capturing information, and conducting research); 
5. Planning and assisting with official events and visitors, including tracking budgets and expenses, building and managing guest lists, submitting and monitoring supply requests, tracking guest attendance, and official gifts.

Knowledge, Skills, and Abilities

1. The applicant's experience, education, and training must show that they have an in-depth knowledge of their field and possess the knowledge, skills and abilities (KSAs) to successfully perform Office Management Specialist duties worldwide.
2. Knowledge of Organizational and Personnel Structures: Knowledge of organizational hierarchy and structure and the roles and responsibilities of key personnel or offices supporting the organizations goals and objectives, in order to quickly know who to contact for any given issue.
3. Knowledge of Open Source Research: Knowledge of key issues within the organization and between the organization and outside entities, including researching information on web sites, social media and/or publications, in order to perform such tasks as examining reports or documents for items of interest to the organization and maintaining files. 
4. Knowledge of Office Computer Programs: Knowledge at the Microsoft Office Specialist level in Microsoft Office, Word, Excel, and PowerPoint, Access or SharePoint, in order to perform tasks assigned and troubleshoot information technology issues.  NOTE: Applicants who successfully pass the Oral Assessment MUST provide a Microsoft Office Specialist (MOS) Certification in Word 2010 or more recent within 30 days of passing the Oral Assessment (OA).  Certifications are obtained from an authorized testing center. Information about Microsoft MOS certification can be found at www.certiport.com.  It is the responsibility of the candidate to locate a testing center.  All cost incurred in connection with qualifying for this position are the responsibility of the candidate.  If the MOS certificate is not received within 30 days of passing the OA, the candidacy will not be continued. 
5. Knowledge of Office Equipment and Troubleshooting: Knowledge of the use of and ability to troubleshoot standard office equipment including high speed copiers, fax, multi-line telephone systems, cellular or smart phones, tablet or lap top computers and digital senders and scanners.
6. Cross-Cultural: Ability to work with people from varied backgrounds, educational levels, and cultural surroundings in order to create and maintain an amiable and success-oriented working environment.
7. Interpersonal: Ability to work positively with colleagues in order to promote harmony, cooperation, and good morale.
8. Decision Making: Professional judgment and experience to make decisions within appropriate areas of responsibility that move projects forward and enable timely achievement of section goals, including knowing when it is necessary to seek guidance from more experienced employees.
9. Planning and Organization: Skill at organizing multiple and varied tasks into an achievable system quickly and accurately with minimal supervision in order to complete duties on time.
10. Time Management: Skill in time management and prioritization of work, often under conditions of political unrest and tight deadlines, in order to perform assigned tasks.
11. Oral and written communication: Applicants must demonstrate a strong command of the English language to include grammar, spelling and punctuation. Foreign Service Specialist must consistently meet a high standard for English, both written (overall structure as well as grammar, spelling and punctuation) and spoken (overall structure as well as delivery, clarity and succinctness).

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Candidates will be evaluated on their total background including experience, education, awards, training, and self-development as it relates to the position. Selection for this position will be made only from among candidates possessing the best qualifications. Part-time work experience will be prorated.