Foreign Service Office Management Specialist (FS 9017)

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 the Foreign Service Office Management Specialist position. All qualifying specialized experience must be of a progressively responsible nature and must have been acquired supporting office or programmatic goals. Duties must have included at least 60% administrative tasks for each position. Specialized experience must be from the last 10 years to qualify. Examples of specialized experience include, but are not limited to: Managing schedules and calendars, arranging meetings, conferences, events, and travel. Planning and assisting with events and visitors, tracking budgets, expenses, vouchers, and submitting and monitoring supply requests. Developing and implementing administrative procedures. Analyzing technical, operational, and administrative functions for the purpose of recommending process improvements or increasing program effectiveness. Formulating and implementing knowledge management and records management policies, such as developing and maintaining databases, records management, and conducting research. Providing computer hardware/software support and troubleshooting, to include maintaining office equipment. Skill in web-based navigation, virtual communication and social media platforms, and common Microsoft Office applications. Preparing materials, documents, handouts, or presentations (e.g., PowerPoint) for meetings, including proofing and editing documents for others. Knowledge, Skills, and Abilities The Department has conducted extensive job analysis research to determine Knowledge, Skills, and Abilities (KSAs) and other attributes conducive to successful performance in this position. A candidate’s education level, work experience, and other qualifications will be considered as part of the hiring decision-making process based on these KSA criteria. The candidate must show that they have an in-depth knowledge of their field and possess the knowledge, skills, abilities to successfully perform OMS duties worldwide. Interpersonal skills, including teamwork: Interacting effectively with others, including developing and maintaining constructive and cooperative working relationships and resolving conflicts. Collaborating with teammates, customers, and others from widely diverse backgrounds, views, priorities, knowledge, and needs to achieve the organization’s objectives. Customer service skills: Gathering information regarding customer requirements, assessing underlying needs, finding optimal solutions, and providing effective customer service. Communications skills: Candidates 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). Cross-cultural skills: Skill in working with people from diverse backgrounds, educational levels, and cultural surroundings to create and maintain an inclusive and success-oriented working environment. Acceptance of different cultures and interest in living in them. Planning, organizing, and project management skills: Skill at organizing multiple and varied tasks into an achievable system quickly and accurately with minimal supervision to complete duties on time. Identifying resources, making use of limited resources, correcting or preventing known problems, anticipating challenges, and establishing milestones. 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. 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 and recognizing when to seek guidance from more experienced employees. Management and supervision skills: Coordinating, scheduling, tracking, managing information flow, negotiating work priorities, supervising staff or interns. Taking initiative and showing leadership to proactively identify issues and tasks, motivate others, provide guidance, and serve as a role model. Record management skills: Using technology to create, search, track and archive documents, and creating and maintaining knowledge management hierarchies or systems. Computer skills: Assists and trains others on office and specialized 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, Teams and/or SharePoint, to perform tasks assigned and troubleshoot information technology issues. 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. Dependability and integrity: Reliable, responsible, dependable, and conscientious at fulfilling obligations 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. Openness to an international career: Accepting assignments based on the needs of the Foreign Service, experiencing frequent global travel.
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. Learn more about Foreign Service careers at https://careers.state.gov. There is more to joining the Foreign Service than just the base salary. Refer to the Benefits section for more information on total compensation.