Foreign Service Office Management Specialist

VACANCY ANNOUNCEMENT
United States Department of State
An Equal Opportunity Employer

Announcement No.: OMS-2021-0001
Position Title: Foreign Service Office Management Specialist
Open Period: December 2, 2020 – December 15, 2020
Pay scale/Grade: FP 06
Salary: $50,714 – $80,763
Promotion Potential: 02
Supervisory Status: Yes
Appointment Type: Permanent – Permanent after tenure granted by a Foreign Service Specialist (FSS) Tenure Board.
Work Schedule: Full time
Duty Locations: Department of State Posts – Overseas and Domestic, United States – MANY vacancies
Agency Contact Information: OMSVacancyInfo@state.gov

Who May Apply

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).

Duties

Summary

The U.S. Department of State is hiring Foreign Service Office Management Specialists (OMSs) to serve in key roles in U.S. embassies and consulates worldwide, as well as some domestic locations.

This is a 9017 Foreign Service position equivalent to the 0301 CS Series.

To learn more about the Department of State and a career as a Foreign Service Specialist, please visit us at https://careers.state.gov/.

Responsibilities

Foreign Service Office Management Specialist (OMS) positions lead and perform a wide range of administrative, operational, and technical program support functions facilitating the overall efficiency, effectiveness, and accomplishment of 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:

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

Travel Required

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.

Requirements

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).**

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 office management or administrative assistant components of at least 60% of the work duties

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

  1. Developing and/or implementing administrative and operations policies and procedures.
  2. Preparing written materials, documents, handouts, or computer presentations (e.g. PowerPoint) for meetings, including proofing and editing documents.
  3. Managing schedule(s) and calendar(s) for one or more senior staff.
  4. Planning and assisting with official events and visitors, including tracking budgets and expenses, building and managing guest lists, submitting and monitoring supply requests, and tracking guest attendance.
  5. Providing computer support (e.g., basic and specialized applications, troubleshooting, mobile devices, latest apps, tools and social media) and knowledge management (e.g., developing and maintaining databases and records management, capturing information, and conducting research).

Knowledge, Skills, and Abilities

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.

  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. NOTE: Applicants who successfully pass the Oral Assessment (OA) MUST provide within 30 days of passing the OA a Microsoft Office Specialist (MOS) Certification in Word 2013 or more recent. 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 costs 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.
  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: Tolerance of worldwide availability, including intensive world travel and sometime living away from family, and tolerance for working overseas.

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 in Office Management or Business Administration 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.

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

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 and have no missing pages. A transcript missing any of these elements will not pass the minimum qualifications and the candidacy will not be continued. Copies of diplomas may not be submitted in lieu of transcripts for education above high school level.

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 be continued.

Education completed in foreign high schools, 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. 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 be continued.

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.

Additional information

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

U.S. law requires organizations to employ only 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 FSS 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.

An FSS separated for failure to receive a career appointment under section 306 may not re-apply to be an FSS 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 of its 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 oral assessment. Decisions for granting reasonable accommodations are made on a case-by-case basis.

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.

To preview questions please click here.

Background checks and security clearance

Security clearance

Top Secret

Required Documents

It is the responsibility of the applicant to ensure all required documents are uploaded and the application is fully completed before the closing deadline of this announcement. Any missing required documents or incomplete applications will result in the application not being considered further. There are no exceptions.

  1. USAJobs Resume Builder is the resume format that is accepted for this Vacancy Announcement.
  2. Completed online application including the completed required Accomplishments Questionnaire and Statement of Interest narratives in the online application.
  3. Uploaded all required supporting documentation including proof of educational achievements, certifications, professional licenses, or completed forms as required in this Vacancy Announcement to qualify for this position.
  4. For applicants who are age 60 to 65, you must provide your Veteran’s Preference documentation at the time of your application. If claiming a 5 pt. veteran’s preference, you must submit a copy of your DD-214 or Certification of service. If claiming a 10 pt. veteran’s preference, you must submit your VA letter and SF-15, in addition to your DD-214 or Certification of service. A Certification must be from the armed forces that certifies the service member is expected to be discharged or released from active duty under honorable conditions within 120 days after the Certification is submitted by the applicant and should include military service dates, date of expected discharge or release, and character of service and disability rating, if applicable.

Accomplishments Questionnaire

These required questions provide an opportunity to describe examples and accomplishments from your education, life, and/or work experience that demonstrate your qualifications for becoming a Foreign Service Specialist. Examples can be drawn from any part of your professional or personal experience. The information you give may be used in your oral assessment should you be invited and is an important factor in the competitive evaluation of applicants. Each response is limited to 300 words or fewer (maximum length 2,000 characters) for each item. You should compose your replies carefully, as one of the skills necessary to succeed as a Foreign Service Specialist is the ability to write clearly and concisely.

  1. Substantive Knowledge: Describe your skills, knowledge, and experience in managing office policies and procedures, such as developing and implementing project proposals, budgets, or knowledge management procedures.
  2. Intellectual Skills: Describe an example of how you used your proficiency in computer technology and programs, such as those in the Microsoft Office Suite or similar programs, to collect, interpret, and/or analyze data. Comment on the technology you used and how your skill with the program helped to solve a problem.
  3. Interpersonal Skills: Describe a situation where you used your interpersonal skills to resolve a conflict or provide effective customer service.
  4. Communication Skills: Describe an example of how you used your proficiency in oral or written communication, including foreign language skills if appropriate, to further an aim or achieve a goal.
  5. Managerial Skills: Describe a situation where you had to plan, organize, and prioritize your own work, particularly where you had to handle several different tasks with close deadlines and it was important to maintain a high standard of performance. Comment on how you set priorities and allocated time, and indicate any resources you used to help prioritize tasks.
  6. Leadership Skills: Describe a situation where you took initiative to resolve a problem or proposed an innovative solution. Indicate who was affected by the problem and in what way, and the nature of the difficulties faced.

Statement of Interest

Required narrative Statement of Interest which discusses your:

  • Motivation for joining the Foreign Service,
  • Relevant work experience, including any unique strengths not described elsewhere such as special skills (e.g. computer), current licenses, certifications, honors, awards, special accomplishments, and/or training (with date completed) relating to this position; and
  • Experience living or working in a multicultural environment, overseas or in U.S.

Answers to all of the items in the Accomplishments Questionnaire and Statement of Interest are required and MUST be completed in the online application or the candidacy will not be continued.

Benefits

A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

Health and medical coverage, federal retirement benefits, paid leave, and an unprecedented chance to see the world and experience different cultures. Overseas benefits include tax-free housing overseas and tax-free education allowance for dependent children between K-12 overseas.

The salary listed is from the Foreign Service Overseas pay scale ($50,714) and the Washington D.C. pay scale ($80,763). New hires entering with a grade level of FP-06 will receive an administrative promotion to FP-05 after 18 months.

For information on FS Salary, please visit https://careers.state.gov/faqs/faqs-wiki/foreign-service-salary-matching-pay-tables-danger-pay-overseas-moving-expenses-and-taxes.

How to Apply

You should submit your application early, not waiting for the deadline, as application packages must be complete, submitted, and received by the closing date/time to be considered. There are no exceptions.

  1. From this Vacancy Announcement, click on “Apply.” Go to the USAJobs Log In screen and log into your USAJobs account or follow the link and instructions to create an account.
  2. Follow the USAJobs Application Process and provide your required USAJobs federal online resume. USAJobs will transfer you to the State Department online application site, Monster Government Service (MGS). Follow the instructions and answer the online questions. Your Accomplishments Questionnaire and Statement of Interest responses must be completed in the online application. You may save your work and can return to the application from USAJobs at any time prior to the deadline.
  3. The application system allows up to three methods to submit required documentation: Transfer documents from a USAJOBS portfolio; upload documents from your computer; or resubmit documents from a previous application.
  4. After you attach all of your required supporting documentation, answer all the required application questions, and complete the application steps, please review the entire application packet, including the links for your submitted documents.
  5. Confirm and submit your application package, which will be used to evaluate your qualifications for this position.

Application Submission Deadline: 11:59 p.m. Eastern Time on the closing date of this announcement to complete the application process and successfully submit any documentation required in this Vacancy Announcement.

Application packages must be complete and received by the closing date to be considered. There are no exceptions.

You should submit your application early, and may make changes as often as needed, up until the closing date of the announcement. We strongly recommended that you go back into your application and verify that your documents are attached.

If you are having technical difficulty with the application process, please contact the Monster Help Desk by calling 1-866-656-6830 or by emailing mgshelp@monster.com. The Monster Help Desk is available Monday through Friday from 7 am to 7 pm Eastern Time.

For more information on the FSS hiring processes, please visit our FAQs at http://careers.state.gov/faqs. If you have any questions regarding FS careers, please visit our Careers.State.Gov site and post your question(s) on the appropriate Forum in the Connect section: http://careers.state.gov/connect/forums.

Next steps

Once submitted, your application status on USAJobs will change from “received” to “referred” or “not referred” after the close of the announcement. This status on USAJobs will not be updated further.

All applicants will be notified via his/her Monster account about the outcome of the initial application review and if they will be further considered for this FS position. Additional notifications to applicants concerning the application status will be by e-mail from the U.S. Department of State.

Due to the high volume of applications, we ask all applicants to remain patient and await communication. It is not uncommon for several months to pass before you are informed of the results of your applications.

We recommend adding the Department of State domain (@state.gov) as an approved sender.

For more information, please visit http://careers.state.gov/work/foreign-service/specialist/selection-process