Foreign Service Office Management Specialist

The following list is neither exhaustive nor in priority order; however, entry-level duties may include the following:

1. General Office Support: Maintains and certifies time and attendance records for employees in the office/section. Implements knowledge management and records management policies for the office/section. Develops, updates, and implements administrative and operations policies (such as Standard Operating Procedures) for the office/section. Provides administrative oversight of office budgets (vouchers, travel expenses, petty cash, etc). Manages inventory and ordering of office equipment, furniture, and supplies. Escorts uncleared visitors and personnel in security-restricted areas. Coordinates responses to Freedom of Information Act (FOIA) requests, Privacy Act requests, Diplomatic Security requests, and requests from the Office of the Inspector General. Ensures sensitive information is properly managed and safeguarded.

2. Supporting Department Personnel: Manages and plans schedules, arranges meetings, conferences, and VIP escorts/visits/events. Makes travel arrangements and processes expense vouchers. Makes and receives calls on behalf of other employees. Facilitates connections between key stakeholders, visitors, and internal/external officials; virtually or in-person. Works on administrative and operational matters, or programmatic areas within the assigned area of responsibility. Attends meetings, takes notes, and reviews administrative documents.

3. Preparing Written Materials: Reviews, drafts, and responds to correspondence for approval within the area of authority. Routes 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.

4. Supporting Official Events: Supports special events and functions of all sizes on behalf of the section or post, including after hours. Manages visitor access to government events and facilities. Learns and facilitates protocol requirements for decorum and traditions at the post of assignment in various official settings.

5. Supporting Office Staff: Trains staff on administrative and operations issues in the office/section. 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 collaborates on special projects, as assigned.

6. Supporting information technology and records: Aids in troubleshooting and resolving basic IT issues, to include hardware (printers, copiers, shredders, etc.), and software support (internet, virtual communication platforms, Microsoft Office applications, and others).

7. Integrating with Local Culture: Uses foreign language skills to facilitate fulfillment of tasks. Attends and assists in the planning of representational events. Liaises with host country personnel and other Embassy interlocutors.

It is not uncommon for Foreign Service personnel 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. Type of compensation for additional hours worked will vary based on individual work schedules.

Requirements

Conditions of Employment

• Be a U.S. citizen and accept assignments based on the needs of the FS.
• Be able to obtain a Top Secret Security Clearance.
• Be able to meet the minimum medical qualification standard.
• 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).

An OMS must adhere to the highest standards of integrity, dependability, attention to detail, teamwork, and cooperation while accepting the need to travel, live overseas, and when necessary, 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. Qualifying Specialized Experience must be a) of a progressively responsible nature and b) must have been acquired supporting office or programmatic goals. Duties must have been comprised of at least 60% administrative components. Specialized experience must have been performed within the last 10 years to be counted towards qualification.

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

1. Managing schedules and calendars, arranging meetings, conferences, events, and travel.

2. Planning and assisting with events and visitors, tracking budgets, expenses, vouchers, and submitting and monitoring supply requests.

3. Developing and implementing administrative procedures.

4. Analyzing technical, operational, and administrative functions for the purpose of recommending process improvements or increasing program effectiveness.

5. Formulating and implementing knowledge management and records management policies, such as developing and maintaining databases, records management, and conducting research.

6. Providing basic computer hardware/software support and troubleshooting, to include maintaining office equipment. Skill in web-based navigation, virtual communication platforms, and common Microsoft Office applications.

7. Preparing materials, documents, handouts, or presentations (e.g., PowerPoint) for meetings, including proofing and editing documents for others.

Knowledge, Skills, Abilities, and Other Characteristics

The applicant's experience, education, and training must show that they have an in-depth knowledge of their field and possess the knowledge, skills, abilities, and other characteristics (KSAOs) to successfully perform OMS duties worldwide.

1. Interpersonal skills, including team work: Interacting effectively with others, including developing and maintaining constructive and cooperative working relationships and resolving conflicts. Working with teammates, customers, and others from widely diverse backgrounds, views, priorities, knowledge, and needs in order to cooperate to get the work done.
2. Customer service skills: Gathering information regarding customer requirements, assessing underlying needs, finding optimal solutions, and providing effective customer service.
3. Communications skills: Applicants must demonstrate a strong command of the English language, both written (overall structure as well as grammar, spelling, and punctuation) and spoken (overall structure as well as delivery, clarity, and succinctness).
4. Cross-cultural skills: 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. Acceptance of peoples and cultures other than your own and interest in living in such cultures.
5. Planning, organizing, and project management skills: Skill at organizing multiple and varied tasks into an achievable system quickly and accurately with minimal supervision in order to complete duties on time. Identifying resources, making use of limited resources, correcting or preventing known problems, anticipating challenges, establishing milestones.
6. Time management: Skill in time management and prioritization of work, often under conditions of tight deadlines. Utilizing time efficiently, handling multiple priorities simultaneously, judging how to prioritize and delegate work appropriately.
7. Problem solving and decision making/judgment: Skill in using logic and reasoning to evaluate facts, identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems, including creative and resourceful solutions, and present the alternatives in an unbiased way to others. Professional judgment and maturity 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. Management and supervision skills: Coordinating, scheduling, tracking, managing information flow, negotiating work priorities, supervising locally employed (LE) staff and interns. Taking initiative and showing leadership to proactively identify issues and tasks, motivate others, give guidance, and serve as a role model.
9. Record management skills: Creating archives, saving documents, searching, tracking paperwork, and creating and managing databases.
10. Computer skills: Assists and trains others on office and specialized department software and helps resolve computer-related problems as first line of support, including proactively learning new systems and changes. 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.
11. Adaptability and flexibility: Changing one's behavior to adapt to the situation and recover from setbacks and extreme job demands in a timely and positive manner to ensure effectiveness under any circumstances.
12. Dependability and integrity: Reliable, responsible, dependable, and conscientious at fulfilling obligations in order to perform work and assist customers. Honest and ethical in all aspects of performing the responsibilities of one's job, regardless of the demands of the situation.
13. Tolerance for international career: accepting assignments based on the needs of the Foreign Service, experiencing frequent global travel, and living away from family.

Education

At the time of application, applicants must have one of the following:

• A High School diploma or equivalent and three years of Specialized Experience in the last 10 years; or
• An Associate's degree and two years of Specialized Experience in the last 10 years; or
• A Bachelor's or higher degree in any major and one year of Specialized Experience in the last 10 years.

If your OMST results qualify, you will be asked via email to submit documentation demonstrating your educational achievements. Candidates should add @state.gov as a trusted sender. You will be required to submit a copy of your high school diploma/equivalency certificate, or your university transcript(s). Diplomas from colleges/universities are not accepted. It is the responsibility of each applicant to ensure all required documents are attached (not linked) and sent before the requested deadline. Failure to submit documents on time, the absence of any required documents, or incomplete applications will result in the termination of your candidacy.

DOCUMENTATION REQUIREMENTS

Official or unofficial transcripts are accepted. Your transcript must include your name, the school's name, and, if applicable, the degree and date awarded, and have no missing pages. A transcript missing any of these elements will not pass the minimum qualifications and your candidacy will not continue. Transcripts are required for college-level education and above. Documents sent via link are not accepted, and diplomas for college-level education are not accepted.

Education from a program or institution within the United States 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 or your candidacy will not continue.

Education completed in foreign high schools, colleges or universities may be used to meet the education requirements if 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. Only accredited organizations recognized as specializing in the interpretation of foreign education credentials that are members of the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators, Inc. (AICE) are accepted. If documentation from an accredited organization is not provided, your candidacy will not continue.

NACES: www.naces.org/members.htm
AICE: www.aice-eval.org/members

For further information on the evaluation of foreign education, please refer to the Office of Personnel Management and the U.S. Department of Education. The U.S. Department of State neither endorses nor recommends any individual evaluation service.

OPM: www.opm.gov
U.S. Department of Education: http://www.ed.gov

Additional information

*EMPLOYMENT ELIGIBILITY VERIFICATION PROGRAM (E-Verify) - Verification of employment eligibility in the United States is required.

U.S. law requires organizations to only employ individuals who may legally work in the United States - either U.S. citizens, or foreign citizens who have the necessary authorization. This agency utilizes E-Verify to compare information from the Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) records to confirm employment eligibility. If the employee's information does not match DHS and/or SSA records, the employee is given an opportunity to resolve the problem. If eligibility cannot be verified, employment will be terminated.

The Department of State Suitability Review Panel and standards are defined in Chapter 3 of the Foreign Affairs Manual. For more information please visit: https://fam.state.gov/.

*For more information about Veteran's Preference and how it is applied in the selection process, please visit: http://careers.state.gov/faqs/faqs-wiki/are-veterans-given-hiring-preference-

No applicant will be considered who has previously been separated from the Foreign Service under sections §607, §608, §610 or §611 of the Foreign Service Act of 1980, as amended, or who resigned or retired in lieu of separation under these provisions. In addition, no applicant will be considered who has previously been separated for failure to receive a career appointment under section §306 of the Foreign Service Act of 1980, as amended, or who resigned or retired in lieu thereof.

A Foreign Service Specialist separated for failure to receive a career appointment under section 306 may not re-apply to be a Foreign Service Specialist in the same skill code but may apply for another skill code or to be a Foreign Service Generalist.

Executive Branch agencies are barred by 5 US Code 3303 as amended from accepting or considering prohibited political recommendations and are required to return any prohibited political recommendations to sender. In addition, as mandated by 5 US Code 3110, relatives of federal employees cannot be granted preference in competing for these employment opportunities.

It is the policy of the Federal Government to treat all employees with dignity and respect and to provide a workplace that is free from discrimination whether discrimination is based on race, color, religion, sex (including gender identity or pregnancy), national origin, disability, political affiliation, marital status, membership in an employee organization, age, sexual orientation, or other non-merit factors.

The Department of State provides reasonable accommodation to applicants with disabilities. Applicants requiring reasonable accommodations for any part of the application or hiring process should so advise the Department at ReasonableAccommodations@state.gov, within one week of receiving their invitation to the Foreign Service Specialist Assessment. Decisions for granting reasonable accommodations are made on a case-by-case basis.

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  Benefits include health and medical coverage, federal retirement benefits, and paid leave. Overseas benefits include tax-free housing overseas, tax-free education allowance for dependent children between K-12 overseas, and an unrivaled opportunity to see the world and experience different cultures.
  
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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 requirements. Selection for this position will be made only from among candidates possessing the best qualifications. Part-time work experience will be prorated.

The Department will invite candidates who pass the qualifications review process to participate in the virtual Foreign Service Specialist Assessment (FSSA).

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