U.S. Department of State company profile

Foreign Service Office Management Specialist (Pilot)

Job Location:

many vacancies worldwide - Washington, DC, United States

Job Description:

Application period Closes Wednesday 4/18/2017
Salary Range $35,718.00 to $52,453.00 / Per Year

The U.S. Department of State, our country’s lead foreign policy agency, provides a rich international experience whether at home or abroad, and opportunities to become responsible leaders.

Each day, our employees make a difference as they contribute to our global society and defend and advance our country’s interests and values. They work on the business of diplomacy and high priority issues that impact the safety, security, and prosperity of our world – human rights, environment, energy, food security, public health, and technology – all while experiencing a unique career.

Our talented workforce reflects and champions all of our strengths and diversity – personal, professional, and educational. We offer a workplace that values and rewards leadership, collaboration and innovation, and personal and professional development.

Foreign Service (FS) Office Management Specialists (OMS) serve at U.S. embassies and consulates worldwide and a few domestic locations. OMSs provide professional office management and administrative support at our posts in various embassy sections such as the Political, Economic, Management, Public Diplomacy, Consular or Security Sections.

Responsibilities include providing and managing a range of administrative and office management functions including:

Managing the calendar(s) and schedule(s) for senior staff,
Proofing, editing, tracking and filing documents,
Preparing agenda and materials for meetings,
Providing computer and mobile device support,
Knowledge management,
Planning and assisting with official events and visitors.
An OMS must adhere to the highest standards of integrity, dependability, attention to detail, teamwork and cooperation while accepting the need to travel, to live overseas, and when necessary, to live away from family.

The Department of State is developing a rank-order list of eligible hires for a limited number of FSS vacancies based on the needs of the Department. To learn more about the Department of State and a career as an FSS, please visit us at http://careers.state.gov/work/foreign-service/specialist/career-tracks#.

Duties
Duties vary greatly depending on the size of the post and the particular position to which assigned. A strong command of the English language, superior office management skills, and in-depth knowledge of office computer software are essential for this position. The following list is neither exhaustive nor in priority order; however, basic duties may include the following:

- Supporting Department personnel and offices - tracking meetings, external event invitations, courtesy calls, visitors, phone bills, preparations for meetings, arranging travel, and processing expense vouchers.
- Supporting official events - planning events, tracking event budget and expenses, requesting or monitoring event supplies, coordinating event attendance, maintaining event guest lists, receiving and recording visitors, and serving as event control officer.
- Preparing written materials – preparing briefing materials, drafting documents, facilitating agendas and follow-up from meetings, processing meeting notes, processes information requests, and maintaining procedure manuals.
- Supporting management of office staff – editing position descriptions, supervising staff, tracking performance reviews, participating on committees, maintaining databases on office issues, reporting time and attendance, maintaining leave information, and supporting temporary duty staff.
- Supporting information technology and records – providing computer software support, maintaining tasking and other document tracking systems, using travel systems, using an electronic message delivery system, maintaining biographic data, maintaining files, and supporting other electronic record systems as needed.
- Managing the office – supporting emergency response processes, ensuring security of classified and sensitive information, tracking office equipment maintenance, requesting supplies, answering phone, and distributing mail.
- Integrating with local culture – learning cultural norms, developing professional relationships, and participating in local organizations.
- It is not uncommon for an OMS to regularly perform duties outside of the normal business hours of the office due to needs of the post, official visits, or as part of a regular after-hours duty rotation.
- At small posts, OMSs may also be required to provide additional services as back-up Information Management Specialists (handling official telegraphic messages and diplomatic pouches), training provided.

Travel Required

An FSS generally spends the majority of his/her career assigned to our overseas missions and at times, lives away from family and/or in difficult or isolated conditions. Selected applicants will be notified of an Oral Assessment (OA) requirement in Washington D.C. For the selected applicants, all travel and other expenses incurred in connection with the OA are the sole responsibility of the applicant.

Relocation Authorized

After completing orientation and initial training in Washington, D.C., an FSS usually is assigned to two 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 (U.S.).

Key Requirements
- Be a U.S. citizen and available for worldwide service.
- Be able to obtain a Top Secret Security Clearance.
- Be able to obtain an appropriate Foreign Service Medical Clearance.
- Be able to obtain a favorable Suitability Review Panel determination.*
- Be at least 20 years old and at least 21 years old to be appointed.
- Be appointed prior to age 60 (preference eligible veterans excepted).

Job Requirements:

Please read the vacancy announcement at https://www.usajobs.gov/GetJob/ViewDetails/466617800/ for more information, and to start the online application process.

How To Apply:

Please refer to job posting for instructions on how to apply.

Contact Information:

Contact: Department of State HR/REE/REC
U.S. Department of State
Email: careers@state.gov
Website: http://careers.state.gov/engage/events

Posted:

April 7, 2017

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