Foreign Service Office Management Specialist (FS 9017)

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.

Duties

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.

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