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).

Foreign Service Office Management Specialists (OMS) are U.S. diplomats who serve in essential mission staff and support roles at embassies, consulates and domestic offices worldwide. They provide a broad spectrum of operational, administrative, technical, and executive staffing support services that are critical to the efficiency and effectiveness of the Department.

 The responsibilities of an OMS vary based on the size and needs of the post, as well as the specific assignment.  As OMSs gain experience and advance in their careers, their scope of work expands, and they become eligible for positions with greater responsibility. The position requires strong administrative, operational, and technical skills; excellent interpersonal abilities; adaptability to fast-paced and challenging environments; a strong command of English, and proficiency with standard office software and social media platforms. 

 The following list outlines typical entry-level OMS duties. This list is not exhaustive or ranked by priority:

 General Office Support: 

• Implements knowledge and records management policies.
• Develops and updates administrative and operational procedures.
• Supervise staff, depending on the assignment.
• Oversees office budgets, including vouchers, travel expenses, and petty cash.
• Facilitates visitor access to the office.
• Manages inventory and orders office supplies.
• Maintains and certifies employee attendance records.
• Coordinates office responses to Department and Congressional requests.

 Preparing Written Materials:

• Reviews, drafts, and edits diplomatic correspondence and documents.
• Facilitates document clearances as required.
• Prepares presentations, reports, and other written materials.
• Communicates on behalf of principals to internal and external stakeholders, including senior officials.

 Supporting Department Personnel and Principals:

• Manages calendars and schedules, arranges meetings, conferences, and VIP visits.
• Makes travel arrangements and processes related expense vouchers.
•  Facilitates connections between key stakeholders and external officials, both virtually and in-person.
• Attends meetings, takes notes, and drafts meeting summaries or other documents. 
• Trains incoming staff on administrative and operational procedures.
• Conducts special projects and participates in embassy and Department committees.

 Organizing and Supports Official Events:

• Plans, organizes, and supports special official events and functions of all sizes.
• Manages visitors’ access for events.
• Ensures adherence to protocol requirements and local customs. 

 Advancing Technology and Innovation:

• Leads or supports change management and innovation initiatives.
• Provides first-line IT support, including troubleshooting hardware and software issues.
• Supports virtual communications, social media, AI platforms, Microsoft Office applications, and Department-specific programs.
• Educates staff on new technologies and digital tools.

 Integrating with Local Culture:

• Utilizes foreign language skills to accomplish tasks.
• Attends and hosts representational events.
• Liaises with host country personnel and other interlocutors.
• Builds and maintains official contacts with governmental and non-governmental organizations.
• Participates in local outreach activities.

 Note:

 Foreign Service personnel may be required to perform duties outside of normal business hours to meet mission needs, support official visits, or participate in after-hours duty rotations. Compensation for additional hours worked will vary based on individual work schedules. 

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 critical roles at U.S. embassies, consulates, and domestic offices worldwide. OMSs must demonstrate the highest standards of integrity, dependability, attention to detail, teamwork, and cooperation. They are expected to accept assignments based on the needs of the Foreign Service and must be prepared for frequent global travel.

Qualifications

Applicants must demonstrate specialized experience that reflects the knowledge, skills, and abilities required for the Foreign Service Office Management Specialist position.  Qualifying specialized experience must be progressively responsible, directly support office or programmatic objectives, and consist of at least 60% administrative duties in each relevant position. To be considered, specialized experience must have been acquired within the past 10 years. 

 Examples of specialized experience include, but are not limited to: 

• Managing schedules and calendars, arranging meetings, conferences, events, and travel. 
• Planning and supporting events and official visits, tracking budgets, processing expenses and vouchers, and managing supply requests. 
• Developing and implementing administrative procedures and office policies.
• Analyzing technical, operational, or administrative processes to recommend improvements or enhance program effectiveness. 
• Formulating and executing knowledge and records management policies, including developing and maintaining databases, managing records, and conducting research. 
• Providing computer hardware and software support, troubleshooting, office equipment and demonstrating proficiency with web-based tools, virtual communication platforms, social media, and Microsoft Office applications. 
• Preparing materials, documents, handouts, and presentations (e.g., PowerPoint) for meetings; proofing and editing documents for accuracy and clarity. 

 Knowledge, Skills, and Abilities

The Department has conducted comprehensive job analysis to identify the Knowledge, Skills, and Abilities (KSAs) essential for success as a Foreign Service Office Management Specialist (OMS). Candidates are evaluated on their education, work experience, and other qualifications in relation to these KSAs.

 Successful candidates must demonstrate in-depth expertise in their field and the ability to perform OMS duties effectively in diverse, global environments.

• Interpersonal and Teamwork: Ability to build and maintain constructive cooperative relationships; resolve conflicts; and collaborate with colleagues, customers, and stakeholders from differing backgrounds, to achieve organizational goals.
• Customer Service: Proficiency in identifying customer needs, assessing requirements, delivering optimal solutions, and providing high-quality service.
• Communication:  Strong command of the English language, both written and spoken with attention to structure, clarity, grammar, and delivery. Ability to communicate complex information succinctly and effectively.
• Cross-cultural Competence: Skill in working with individuals from varied backgrounds and cultures, fostering an inclusive and success-oriented environments, and demonstrating openness living and working abroad.
• Planning, Organization & Project Management: Ability to organize and prioritize multiple tasks, manage resources efficiently, anticipate challenges, and meet deadlines with minimal supervision.
• Time Management: Effectively manages time and competing priorities, adapts to tight deadlines, and delegates tasks appropriately.
• Problem Solving and Judgment: Uses logic and reasoning to evaluate information, identify solutions, and make sound decisions, demonstrates creativity, resourcefulness, and the ability to present alternatives objectively.
• Professional Judgment: Exercises sound judgment within areas of responsibility, advance projects, meet section goals, and recognize when to seek guidance.
• Management and Supervision: Coordinates workflow, manages priorities, supervises staff or interns, and demonstrates initiative and leadership.
• Records and Knowledge Management: Utilizes technology to create, organize track and archive documents; maintains knowledge management systems.
• Technical and Computer Skills: Provides first-line IT support, assists and trains others on office and specialized software, and proactively learns new systems.  Demonstrates proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint) and other digital tools. 
• Adaptability and Flexibility: Adjusts to changing circumstances, recovers quickly from setbacks, and maintains effectiveness under pressure.
• Dependability and Integrity: Consistently reliable, responsible, and ethical in fulfilling job responsibilities and serving customers.
• Openness to an International Career: Willingness to accept assignments based on the needs of the Foreign Service and to undertake frequent global travel.

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.

The Department of State reserves the right to cancel and/or disqualify any application or to withhold test results when, in its judgment, a testing irregularity occurs. Testing irregularities include, but are not limited to, candidate misconduct, plagiarism, and/or misrepresentation of material fact, including in narrative descriptions of accomplishments. The Department may verify content provided by candidates by contacting references. It also conducts extensive background checks of work and education history of candidates offered employment.

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 and include 10 years of work history.  Applications missing any responses will be terminated.

 Education Documents

 When requested, candidates with qualifying OMST scores must submit the following documentation to demonstrate they possess the educational level required for this position. Candidates should add *@state.gov as a trusted sender. Neither the Department of State nor Pearson 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. Progress reports and grade reports will not be accepted.  Candidates should not submit university diplomas in lieu of higher education transcripts.

All documents 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 have no missing pages.
• Must be legible.
• Transcripts must include candidate’s full name, school’s name, degree and date awarded/conferred. Candidates with a name change should submit an official document reflecting the change.
• All foreign education transcripts must adhere to additional requirements. See the Foreign Education information in the Education Requirements section. 

 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.

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