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Department of State - Agency Wide

Foreign Service Office Management Specialist

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Job Location

Wellington, New Zealand

Job Description

The U.S. Department of State is developing a rank-ordered list of eligible hires for a limited number ofForeign 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 sectionfor more information on total compensation. This is a 9017 Foreign Service position equivalent to the 0301 CS Series.



Location: Wellington, New Zealand

Posted Date: 5/17/2021

Job Requirements

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.All qualifying Specialized Experience must be of a progressively responsible nature in office management and/or administrative functions and must have been acquired supporting one or more senior individuals. To qualify as Specialized Experience, the duties must have a combination of office management or administrative components of at least 60% of the work duties. All experience must have been performed within the last 10 years. Examples of Specialized Experience include, but are not limited to: Developingand implementing administrative and operations procedures. Conducting analysis of technical, operational, and administrative functions to recommend process improvements or program effectiveness. Formulating and implementing knowledge management and records management policies, suchdeveloping and maintaining databases and records management, capturing information, and conducting research. Managing schedules and calendars for one or more senior staff, arranging meetings, conferences,events, and travel. Planning and assisting with events and visitors, including tracking budgets and expenses, building and managing guest lists, submitting and monitoring supply requests, and tracking guest attendance. Troubleshooting IT issues and providing basic computer support to include maintaining office equipment.Providing support on internal and external software programs, including the full range of Microsoft Office applications. Preparing written materials, documents, handouts, or computer presentations (e.g. PowerPoint) for meetings, including proofing and editing documents. 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 OMSduties worldwide. Interpersonal skills, including team work: Interacting effectively with others, including developing and maintaining constructive and cooperative working relationships and resolving conflicts. Working with teammates, customers, and others from widely diverse backgrounds, views, priorities, knowledge, and needs in order to cooperate to get the work done. Customer service skills: Gathering information regarding customer requirements, assessing underlying needs, finding optimal solutions, and providing effective customer service. Communications skills: Applicants 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). Cross-cultural skills: Skill in working with people from varied backgrounds, educational levels, and cultural surroundings in order to create and maintain an amiable and success-oriented working environment. Acceptance of peoples and cultures other than your own and interest in living in such cultures. Planning, organizing, and project management skills: Skill at organizing multiple and varied tasks into an achievable system quickly and accurately with minimal supervision in order to complete duties on time. Identifying resources, making use of limited resources, correcting or preventing known problems, anticipating challenges, establishing milestones. 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. 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. Professional judgment and maturity to make decisions within appropriate areas of responsibility that move projects forward and enable timely achievement of section goals, including knowing when it is necessary to seek guidance from more experienced employees. Management and supervision skills: Coordinating, scheduling, tracking, managing information flow, negotiating work priorities, supervising locally employed (LE) staff and interns. Taking initiative and showing leadership to proactively identify issues and tasks, motivate others, give guidance, and serve as a role model. Record management skills: Creating archives, saving documents, searching, tracking paperwork, and creating and managing databases. Computer skills: Assists and trains others on office and specialized department 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, Access or SharePoint, in order to perform tasks assigned and troubleshoot information technology issues. 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. Dependability and integrity: Reliable, responsible, dependable, and conscientious at fulfilling obligations in order 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. Tolerance for international career: Tolerance of worldwide availability, including intensive world travel and sometime living away from family, and tolerance for working overseas. Note: Candidates who successfully pass the Oral Assessment (OA) must provide within 30 days of passing theOAa Microsoft Office Specialist (MOS) Certification in Word 2013 or more recent.Certifications are obtained from an authorized testing center. Information about Microsoft MOS certification can be found at www.certiport.com.It is the responsibility of the candidate to locate a testing center.All costs incurred in connection with qualifying for this position are the responsibility of the candidate.If the MOS certificate is not received within 30 days of passing the OA, the candidacy will not be continued.
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Contact Information

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Department of State - Agency Wide

Posted

May 17, 2021
UID: 599670000-gj192

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