The U.S. Department of State is developing a rank-ordered list of eligible hires for a limited number of Foreign Service Office Management Specialist (OMS) positions. To learn more about the Department of State and a career in the Foreign Service, visit https://careers.state.gov.
There is more to the Foreign Service than just salary. Refer to the Benefits section for more information on total compensation.
This is a 9017 Foreign Service position equivalent to the 0301 CS Series.Learn more about this agency
Foreign Service Office Management Specialists (OMSes) serve key roles in U.S. embassies and consulates worldwide, as well as some domestic locations, leading and performing a wide range of administrative, operational, and technical program support functions to facilitate the overall efficiency and effectiveness the organization. The primary responsibilities of an OMS vary greatly depending on the size of the post and the particular position to which assigned. The work requires knowledge of administrative, operations, and program support principles; a strong command of the English language; superior interpersonal skills; and, in-depth knowledge of office computer software.
The following list is neither exhaustive nor in priority order; however, basic duties may include the following:
- Managing the office: Develops, updates, and implements administrative and operations policies for the office/section. Develops, maintains, and tracks budgets for the office/section. Drafts project proposals and interprets and adapts guidelines for application to specific program support functions and/or problems. Conducts analysis of technical, operational, and administrative functions to make recommendations on process improvement and program effectiveness. Coordinates the acquisition of supplies, property, and office space in support of employees in the office/section. Ensures sensitive information is managed properly. Advises management on protocol matters. Coordinates emergency response efforts on behalf of an office/section and applies knowledge of security policies and procedures. Formulates and implements knowledge management and records management policies for the office/section. Develops and coordinates responses to Freedom of Information Act (FOIA) and Privacy Act requests. Maintains and certifies time and attendance records for employees in the office/section.
- Supporting Department personnel: Manages the schedule of the principal and arranges meetings, conferences, and VIP escorts/visits/events. Advises on transportation policies, prepares travel arrangements, and finalizes travel/expense vouchers. Makes and receives calls on behalf of the principal and other employees in the office/section. Facilitates effective and efficient contact with key stakeholders, meeting participants, and internal/external officials. Speaks for the principal on administrative and operational matters, or programmatic areas within the assigned area of responsibility. Serves as a proxy for the principal in meetings or in the approval of administrative documents requiring the principal’s approval or attention.
- Preparing written materials: Reviews, drafts, and responds to correspondence for approval within the area of authority, routing official communication to the appropriate points of contact. Proofreads and edits documents for accuracy, formatting, clearances, style, and compliance with regulations. Prepares and enhances documents, presentations, reports, memos, emails, and other forms of official communication.
- Supporting official events: Organizes and conducts special events and functions on behalf of the section or post. Serves as control officer for official visits and manages visitor access to government events and facilities.
- Supporting management of office staff: Provides advice on human resources issues, to include providing input and support for performance appraisals. Trains staff on the full scope of administrative and operations issues in the office/section. Supports mission objectives by identifying the requirements for money, manpower, facilities, and services needed to support a program or achieve policy results. Evaluates program requirements and policy goals in order to ensure program plans, schedules, and support are provided at the right time and place. Conducts special projects and/or manages a programmatic portfolio for the office/section.
- Supporting information technology and records: Troubleshoots IT issues and resolves basic IT problems, to include hardware and software support. Maintains office equipment and ensures these resources are functioning as expected in order to accomplish the mission. Responsible for working with and troubleshooting issues with various internal and external software programs, including the full range of Microsoft Office applications.
- Integrating with local culture: Plans and attends representational events and establishes relationships with host country personnel and other embassy interlocutors.
It is not uncommon for an OMS regularly to perform duties outside of normal business hours due to needs of the post, official visits, or as part of a regular after-hours duty rotation.
At small posts, OMSes also might 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.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/599670000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.