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.

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).**

Education Requirements

At the time of application, you must have:

• A High school diploma or equivalent and three years of Specialized Experience;
• An Associate’s degree in Office Management, Business Administration, or other related field and have two years of Specialized Experience; or
• A Bachelor’s or higher degree in any major and one year of Specialized Experience.

You must submit a copy of your high school diploma, high school equivalency or your college/university transcript(s) with your application. If you do not submit this documentation to demonstrate your educational achievements, you will not be given credit.

Official or unofficial transcripts may be submitted with your application. Your transcript must include your name, the school’s name, and, if applicable, the degree and date awarded. A transcript missing any of these elements will not pass the minimum qualifications and the candidacy will be ended. Copies of diplomas may not be submitted in lieu of transcripts for education above high school level.

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education, http://ope.ed.gov/accreditation, in order to be credited towards qualifications. Education completed in foreign colleges or universities may be used to meet the education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to provide such evidence when applying. Click on the link for a list of accredited organizations recognized as specializing in interpretation of foreign education credentials. http://www.naces.org/members.htm.

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.

All such experience must have been performed within the last 10 years. For the minimum required years of Specialized Experience necessary relative to the highest level of completed education, please see the Education Requirements section below.

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:

• Managing the calendar(s) and schedule(s) for one or more senior staff,
• Proofing and editing documents as well as tracking written materials and maintaining office files,
• Preparing documents, handouts, or computer presentations (e.g. PowerPoint) for meetings, including facilitating agendas and following up on commitments made at meetings,
• Providing computer support of all types (e.g., basic applications, 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),
• Planning and assisting with official events and visitors, including tracking budget and expenses, building and managing guest lists, requesting and monitoring supply requests, and tracking guest attendance and official gifts.

Knowledge, Skills, and Abilities

The following knowledge, skills and abilities, and other requirements, have been identified as important to successful job performance as an OMS based on extensive job analysis research. Not all of these attributes need to be met by a candidate; the attributes will be used as a set to evaluate candidates.

1. 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.
2. 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.
3. 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 OA to OMSCertiport@state.gov. If the MOS certificate is not received within 30 days of your passing the OA, your candidacy will not be continued. Information about Microsoft MOS certification can be found at https://www.microsoft.com/en-us/learning/mos-certification.aspx and www.certiport.com.
4. 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.
5. Cross-Cultural: Skill in working with people from varied backgrounds, educational levels, and cultural surroundings in order to create and maintain an amiable and success-oriented working environment.
6. Interpersonal: Skill in working positively with colleagues in order to promote harmony, cooperation, and good morale.
7. 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.
8. 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.
9. 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.
10. Oral and written communication: Applicants must demonstrate a strong command of the English language to include grammar, spelling and punctuation. FSS 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.
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