Foreign Service Office Management Specialist Job in Department of State Posts - Overseas and Domestic

Vacancy No. OMS-2024-0002 Department Department of State - Agency Wide
Salary $57,932.00 to $92,797.00 Grade 06 to 06
Perm/Temp Permanent FT/PT Full-time
Open Date 10/1/2024 Close Date 9/30/2025
Job Link Apply Online Who may apply Public
Locations:
Department of State Posts - Overseas and Domestic


Summary

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.

This job is open to

Clarification from the agency

Must be a U.S. citizen. Candidates should read the entire announcement to ensure they meet all requirements. Candidates may reapply one year after their most recent Office Management Specialist Test (OMST) for the same position. Candidates may not apply if a State Department Suitability Review Panel denied suitability in the last two years for any position, (except if the denial was for a DS Special Agent (SA) candidate whose denial was based solely on the unique requirements for SAs).

Duties

Foreign Service Office Management Specialists (OMS) are diplomats serving in key support roles at U.S. embassies and consulates globally and domestic locations. They perform a wide range of operational, administrative, technical, and executive-support functions that facilitate the efficiency and effectiveness of the organization.

The primary responsibilities of an OMS vary depending on the size of the post and specific position. The scope of work for an OMS will increase as they gain experience, are promoted, and become eligible for positions of higher rank and responsibility. The work requires knowledge of administrative, operational, technical, and executive support, superior interpersonal skills, resilience for working in fast-paced and challenging environments, a strong command of the English language, and in-depth knowledge of standard office computer software programs and social media platforms. 

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

  1. General Office Support:  Oversees and implements knowledge and records management policies for the office. Develops, updates, and implements administrative and operations policies for the office. May supervise staff depending on the position. Provides administrative oversight of office budgets (vouchers, travel expenses, petty cash, etc.). Facilitates visitor access. Manages inventory and ordering of office supplies. Maintains and certifies employee attendance. Coordinates office responses to Department and Congressional requests.
  2. Preparing Written Materials: Reviews and drafts diplomatic correspondence. Proofreads and edits documents, facilitating clearances when required. Prepares presentations, reports, and other written materials. 
  3. Supporting Department Personnel: Manages and plans schedules, arranges meetings, conferences, and VIP escorts/visits/events. Makes travel arrangements and processes expense vouchers. Facilitates connections between key stakeholders and external officials, virtually or in-person. Attends meetings, takes notes, and drafts documents. Trains incoming staff on administrative and operational procedures. Conducts special projects. Participates in various embassy and department committees.
  4. Organizing and Supports Official Events: Plans, organizes, and/or supports special events and functions of all sizes on behalf of the office or embassy. Manages visitor access to events. Ensures consideration of protocol requirements and local traditions are observed. 
  5. Supporting Technology and Innovation: Troubleshoots and resolves IT issues, to include hardware and software support, virtual communication and social media platforms, Microsoft Office applications, and Department-specific programs, among others. Leads change management and innovation efforts.
  6. Integrating with Local Culture: Uses foreign language skills to fulfill tasks. Attends and hosts representational events. Liaises with host country personnel and other interlocutors. Participates in local outreach.

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. The 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).***

Foreign Service Office Management Specialists (OMS) serve in key roles at U.S. embassies and consulates globally and at domestic locations.  An OMS must adhere to the highest standards of integrity, dependability, attention to detail, teamwork, and cooperation while accepting assignments based on the needs of the Foreign Service, experiencing frequent global travel.

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 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.

  1. 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.
  2. Customer service skills: Gathering information regarding customer requirements, assessing underlying needs, finding optimal solutions, and providing effective customer service.
  3. 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).
  4. 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.
  5. 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.
  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.
  8. 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.
  9. 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.
  10. Record management skills: Using technology to create, search, track and archive documents, and creating and maintaining knowledge management hierarchies or systems.
  11. 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. 
  12. 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.
  13. 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.
  14. Openness to an international career: Accepting assignments based on the needs of the Foreign Service, experiencing frequent global travel.

Education

At the time of application, candidates must possess:

  • 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.

Education from a program or institution within the United States must be accredited at the time of program completion by an accrediting institution recognized by the U.S. Department of Education, http://ope.ed.gov/accreditation.
Foreign Education

Foreign education acquired outside of any state of the U.S., the District of Columbia, the Commonwealth of Puerto Rico, a Trust Territory of the Pacific Islands, or any territory or possession of the U.S. must be evaluated by a member organization of one of the two national associations of credential evaluation services (NACES or AICE) in order to be given credit towards qualification.

  • The accredited interpretation must include the summary and the foreign education transcripts.
  • Foreign education transcripts that have not been evaluated by a credential evaluation service will not be accepted and the candidacy will be terminated.

For further information on the evaluation of foreign education, please refer to the Office of Personnel Management, Foreign Education section, 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  

Please refer to the Required Documents Section on how to submit the required education documentation for this position.

Additional information

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

U.S. law requires companies to employ only individuals who may legally work in the U.S. – 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: https://careers.state.gov/faq-items/are-veterans-given-hiring-preference/.

No candidate 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 candidate 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 candidates with disabilities.  Procedures vary by test type, and all candidates must request reasonable accommodations in advance.  For more information visit Requesting Reasonable Accommodations - Careers (state.gov). Decisions for granting reasonable accommodations are made on a case-by-case basis.

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. Opens in a new windowLearn more about federal benefits.

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

The salary range listed is extracted from the Foreign Service Overseas and Washington pay scales. The starting step is determined in part by the highest education level achieved and specialized experience beyond minimum qualifications. Individuals already working in government positions may be appointed based on their highest previous rate as a federal employee. For information on salary, please visit https://careers.state.gov/benefits/benefits/.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

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.

The Department of State prohibits candidates from plagiarizing any portion of their employment application materials to include responses to questions in which candidates must provide a narrative response. Candidates must create their own responses originally and not copy or adapt them from other sources. The Department analyzes candidate submissions for plagiarism and will discontinue any individual’s candidacy if found to have violated this plagiarism policy.

While the Department of State encourages candidates to create their narratives with great care, including correct use of grammar and style, candidates are prohibited from using any artificial intelligence (AI) tool, to include but not limited to ChatGPT, to aid in their written responses. The Department will discontinue any individual’s candidacy if found to have violated this prohibition on use of AI tools in the application process.


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Required Documents

It is the responsibility of the candidate to ensure the application is complete before the closing deadline of this announcement. Incomplete applications will be disqualified.

In the online application, candidates must answer all self-assessment questions, include 10-years of work history, and complete the Personal Narrative Questions and Statement of Interest. Applications missing any responses will be terminated.

1.  Accomplishments Questionnaire/Personal Narrative Questions
These required questions provide an opportunity to describe examples and accomplishments from the applicant’s education, life, and/or work experience that demonstrate their qualifications for becoming a Foreign Service Specialist. Examples can be drawn from any part of the applicant’s professional or personal experience. Each response is limited to 300 words. Compose carefully, as one of the skills necessary to succeed as a Foreign Service Specialist is the ability to write clearly and concisely. Information in cover letters, resumes, or CVs, but not in the online application, will not be accepted/reviewed.

  • 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.
  • 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.
  • Interpersonal Skills: Describe a situation where you used your interpersonal skills to resolve a conflict or provide effective customer service.
  • Communication Skills: Describe an example of how you used your proficiency in spoken or written communication, including foreign language skills if appropriate, to further an aim or achieve a goal. 
  • 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.
  • 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.

2.  Statement of Interest
This required narrative should discuss:

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

3.  Education Documents

Candidates with qualifying OMST scores must submit the following documentation to demonstrate they possess the educational level required for this position when requested. Candidates should add *@state.gov as a trusted sender. Neither the Department of State nor Pearson Vue are responsible for the failure of candidates’ internet service provider to deliver e-mail messages.

  • A high school diploma or transcript; and/or
  • Official or unofficial college or university transcripts. Candidates should not submit university diplomas in lieu of higher education transcripts.

Transcripts must comply with the following requirements to be accepted:

  • Must be in PDF format. Any other format will be rejected.
  • Must be an attachment. Documents sent via link or secured message, in any other format non-attachment format, or sent directly from credential evaluation services will be rejected.
  • Must include applicant’s name, school’s name, degree and date awarded/conferred.
  • Must have no missing pages.
  • Must be legible.
  • All foreign education transcripts must adhere to additional requirements. See the Foreign Education information in the Education Requirements section. 

4.  Submit Veteran’s Preference documentation in PDF format for Candidates aged 60 to 64 when requested.

If claiming Veteran’s Preference, a copy of the applicant’s DD-214 "Certificate of Release or Discharge from Active Duty" that must include the applicant’s Character of Service must be submitted with the application. If claiming a 10-point Veteran’s Preference, the applicant’s VA letter and SF-15 must be submitted in addition to the DD-214. A certification from the armed forces is required only if a veteran has not yet received their DD-214. It must confirm that the service member is expected to be discharged under honorable conditions within 120 days and include service dates, expected discharge date, character of service, and any applicable disability rating.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply

The application submission deadline is 11:59 p.m. Eastern Time on the closing date of announcement.

It is the candidate’s responsibility complete and submit the application and all required documents before the closing deadline. There are no exceptions.

Submit application and register to take the Office Management Specialist Test (OMST) as indicated in step 1 below. Do not apply through USAJobs.

1.  Visit pearsonvue.com/OMST.

2.  Create a web account.

3.  Follow the instructions to complete and submit the online application.

  • Answer all self-assessment questions.
  • Include work history with a description of work duties, accomplishments, skills, and knowledge for the past ten (10) years.
  • Complete the Personal Narrative questions and Statement of . (Please see the Required Documents section for more information.)
  • Applications are automatically saved. Candidates may pause the application process and return to it as many times as needed until the application is submitted.
  • Complete, review, and submit the application. Submitted applications cannot be edited. Application packages must be complete before candidates can register for the OMST test.
  • The submitted application will be used to evaluate your qualifications for this .
  • Candidates have six months to complete the application and to register for and take the OMST after submitting their eligibility verification. Candidates must restart the application process if they have not taken the OMST within this six month window.

4.  Select an appointment date to take the OMST at one of Pearson Vue’s test centers. The test is an important part of the selection process, covering the Job Knowledge, English Expression, and Situational Judgment necessary to perform the functions of this position.

Candidates experiencing technical difficulties with the application process should contact the Pearson Vue Customer Service Desk by calling 1-866-389-8339 (toll free), 1-952-905-7483 (toll) or by utilizing the Chat function at www.pearsonvue.com. The Help Desk is available Monday – Friday from 7:00 a.m. to 7:00 p.m. Central Time and is closed on local holidays.

For more information on the Foreign Service Specialist hiring processes, please visit our FAQs at http://careers.state.gov/faqs. 

Agency contact information

OMS Vacancy Info
Address
U.S. Department of State
SA-1 2401 E Street NW
Washington, District of Columbia 20522
United States
Learn more about this agency

Next steps

Candidates will be notified by e-mail from the U.S. Department of State about the outcome of the initial application review and if they will be further considered for this Foreign Service position. Candidates should add the U.S. Department of State domain (@state.gov) as an approved sender.

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

The Department of State will invite candidates who pass the qualifications review process to participate in the Virtual Foreign Service Specialist Assessment (VFSSA). For more information, please visit our FAQs at http://careers.state.gov/faqs.


Note: We cannot accept applications on behalf of Federal Agencies. Application instructions are listed within the Job Description.


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