An official website of the United States government
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. To learn more about the Department of State and a career in the Foreign Service, visit https://careers.state.gov.
There is more to the Foreign Service than just salary. Refer to the Benefits section for more information on total compensation.
This is a 9017 Foreign Service position equivalent to the 0301 CS Series.
Learn more about this agency10/03/2022 to 10/02/2023
$55,100 - $88,119 per year
FP 06
No
No
Occasional travel - Foreign Service Specialists generally spend the majority of their careers assigned to our overseas missions and at times, may live away from family, and/or in hardship conditions.
Yes—After completing orientation and initial training in Washington, D.C., a Foreign Service Specialist usually is assigned to two consecutive overseas tours, each two years in length, directed by the Department. After the initial two tours, assignments will be for periods of one to three years overseas or in the United States.
Permanent - Permanent after tenure granted by a Foreign Service Specialist (FSS) Tenure Board.
Full-time
Excepted
02
Yes
Yes
OMS-2023-0002
681050100
Must be a U.S. citizen. Potential applicants should read the entire announcement to ensure they meet all requirements and understand a Foreign Service career. Applicants may not reapply for the same position until one year after their previous application date. 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).
Foreign Service Office Management Specialists (OMS) serve in key support roles at U.S. embassies and consulates globally, as well as some domestic locations, performing a wide range of administrative, operational, and technical program support functions that facilitate the overall efficiency and effectiveness of the organization. The primary responsibilities of an OMS vary depending on the size of the post, the office, and the position to which assigned. In a typical career, 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, operations, and program support principles, a strong command of the English language, superior interpersonal skills, and in-depth knowledge of standard office computer software programs.
The following list is neither exhaustive nor in priority order; however, entry-level duties may include the following:
1. General Office Support: Maintains and certifies time and attendance records for employees in the office/section. Implements knowledge management and records management policies for the office/section. Develops, updates, and implements administrative and operations policies (such as Standard Operating Procedures) for the office/section. Provides administrative oversight of office budgets (vouchers, travel expenses, petty cash, etc). Manages inventory and ordering of office equipment, furniture, and supplies. Escorts uncleared visitors and personnel in security-restricted areas. Coordinates responses to Freedom of Information Act (FOIA) requests, Privacy Act requests, Diplomatic Security requests, and requests from the Office of the Inspector General. Ensures sensitive information is properly managed and safeguarded.
2. Supporting Department Personnel: Manages and plans schedules, arranges meetings, conferences, and VIP escorts/visits/events. Makes travel arrangements and processes expense vouchers. Makes and receives calls on behalf of other employees. Facilitates connections between key stakeholders, visitors, and internal/external officials; virtually or in-person. Works on administrative and operational matters, or programmatic areas within the assigned area of responsibility. Attends meetings, takes notes, and reviews administrative documents.
3. Preparing Written Materials: Reviews, drafts, and responds to correspondence for approval within the area of authority. Routes 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: Supports special events and functions of all sizes on behalf of the section or post, including after hours. Manages visitor access to government events and facilities. Learns and facilitates protocol requirements for decorum and traditions at the post of assignment in various official settings.
5. Supporting Office Staff: Trains staff on administrative and operations issues in the office/section. 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 collaborates on special projects, as assigned.
6. Supporting information technology and records: Aids in troubleshooting and resolving basic IT issues, to include hardware (printers, copiers, shredders, etc.), and software support (internet, virtual communication platforms, Microsoft Office applications, and others).
7. Integrating with Local Culture: Uses foreign language skills to facilitate fulfillment of tasks. Attends and assists in the planning of representational events. Liaises with host country personnel and other Embassy interlocutors.
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. Type of compensation for additional hours worked will vary based on individual work schedules.
An OMS must adhere to the highest standards of integrity, dependability, attention to detail, teamwork, and cooperation while accepting the need to travel, live overseas, and when necessary, live away from family.
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. Qualifying Specialized Experience must be a) of a progressively responsible nature and b) must have been acquired supporting office or programmatic goals. Duties must have been comprised of at least 60% administrative components. Specialized experience must have been performed within the last 10 years to be counted towards qualification.
Examples of Specialized Experience include, but are not limited to:
1. Managing schedules and calendars, arranging meetings, conferences, events, and travel.
2. Planning and assisting with events and visitors, tracking budgets, expenses, vouchers, and submitting and monitoring supply requests.
3. Developing and implementing administrative procedures.
4. Analyzing technical, operational, and administrative functions for the purpose of recommending process improvements or increasing program effectiveness.
5. Formulating and implementing knowledge management and records management policies, such as developing and maintaining databases, records management, and conducting research.
6. Providing basic computer hardware/software support and troubleshooting, to include maintaining office equipment. Skill in web-based navigation, virtual communication platforms, and common Microsoft Office applications.
7. Preparing materials, documents, handouts, or presentations (e.g., PowerPoint) for meetings, including proofing and editing documents for others.
Knowledge, Skills, Abilities, and Other Characteristics
The applicant's experience, education, and training must show that they have an in-depth knowledge of their field and possess the knowledge, skills, abilities, and other characteristics (KSAOs) to successfully perform OMS duties worldwide.
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 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.
If your OMST results qualify, you will be asked via email to submit documentation demonstrating your educational achievements. Candidates should add *@state.gov as a trusted sender. You will be required to submit a copy of your high school diploma or equivalency certificate, or your university transcript(s). It is the responsibility of each applicant to ensure all required documents are attached (not linked) and sent before the requested deadline. Documents sent via link are not accepted. Failure to submit documents on time, the absence of any required documents, or incomplete applications will result in the termination of your candidacy.
DOCUMENTATION REQUIREMENTS
Official or unofficial transcripts are accepted. 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 your candidacy will not continue. Copies of diplomas may not be submitted in lieu of transcripts for college level education and above.
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 continue.
Education completed in foreign high schools, colleges or universities may be used to meet the education requirements if 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. 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 continue.
NACES: www.naces.org/members.htm
AICE: www.aice-eval.org/members
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.
OPM: www.opm.gov
U.S. Department of Education: http://www.ed.gov
*EMPLOYMENT ELIGIBILITY VERIFICATION PROGRAM (E-Verify) – Verification of employment eligibility in the United States is required.
U.S. law requires organizations to only employ 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 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.
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 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 Foreign Service Specialist Assessment. Decisions for granting reasonable accommodations are made on a case-by-case basis.
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 requirements. Selection for this position will be made only from among candidates possessing the best qualifications. Part-time work experience will be prorated.
The Department will invite candidates who pass the qualifications review process to participate in the virtual Foreign Service Specialist Assessment (FSSA).
For information on how to submit your application and register to take the Office Management Specialist Test (OMST), visit www.pearsonvue.com/OMST. Do not apply through USAJobs.
After creating a web account, answer all the self-assessment questions, enter your work history for the past 10 years, and complete the Personal Narrative questions and Statement of Interest:
Personal Narrative
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. Each response is limited to 300 words or fewer (maximum length 2,000 characters). Compose your replies carefully, clearly and concisely. Answers to the all items in the Personal Narrative and Statement of Interest are required and must be completed in the online application.
Statement of Interest
The required narrative Statement of Interest must discuss 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 the United States.
If your OMST results qualify, you will be asked via email to submit documentation demonstrating your educational achievements. You must submit a copy of your high school diploma, equivalency certificate, or your university transcript(s). A timeline for submission will be specified in the email. You must submit your documents by the date indicated to qualify for the next step of the selection process. If you do not submit this documentation to demonstrate your educational achievements, your candidacy will not continue. See Education Requirements for more information.
Applicants aged 60 to 65 claiming Veteran’s Preference must submit documentation by email when requested. 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 certifying 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.
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.
Submit your application and register to take the Office Management Specialist Test (OMST) at www.pearsonvue.com/OMST. Do not apply through USAJobs.
If you are having technical difficulty with the application process, please contact the Pearson Vue Help Desk by calling 1-866-389-8339 (toll-free) or 1-952-905-7483, or by utilizing the Chat function on www.pearsonvue.com. The Help Desk is available Monday through Friday 7:00 a.m. to 7:00 p.m. Central Time; closed on local holidays.
For more information on Foreign Service Specialist hiring processes, please visit our FAQs at http://careers.state.gov/faqs.
Applicants who successfully complete the OMST will be notified by e-mail from the U.S. Department of State about the outcome of their application, and whether they will be further considered for this Foreign Service position. We recommend adding the Department of State domain (@state.gov) as an approved sender.
The Department will invite candidates who pass the qualifications review process to participate in the Virtual Foreign Service Specialist Assessment (VFSSA).
For more information on the OMS selection process, visit https://careers.state.gov/work/foreign-service/specialist/office-management-specialist-selection-process/.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/681050100. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
Learn more about
