VACANCY ANNOUNCEMENT
United States Department of State
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How to apply
Major Duties
Foreign Service Office Management Specialists serve at U.S. embassies, consulates and other U.S. missions abroad as well as at the Department of State in Washington, D.C., the U.S. Mission to the United Nations in New York, and the Florida Regional Center in Ft. Lauderdale, FL.
Duties vary greatly depending on the size of the post and the particular position to which assigned. Assignments can vary from working in a Political or Economic Section in one mission to working in the Management or Security Section in another. A strong command of the English language, superior office management skills and in-depth knowledge of office computer software are essential for this position. Foreign Service Office Management Specialists are frequently called upon to perform a variety of special duties in addition to regular functions. Basic duties may include the following:
Supporting ambassador, senior management, or other officer - tracks and supports meetings, event invitations, courtesy calls, visitors, phone bills, preparations for meetings, arranges travel, processing expense vouchers, etc.
Supporting representational events and visitors - helps plan events, tracks event budgets, monitors cash for events, monitors event supplies, coordinates event attendance, maintains event guest lists, receives and records visitors, serves as control officer, etc.
Preparing written materials - prepares briefing materials, drafts documents, facilitates agendas and follow-up from meetings, processes meeting notes, produces weekly activity reports, reviews newsletters, processes information requests, maintains procedure manuals, facilitates required reports, etc.
Supporting management staff - edits position descriptions, trains staff, supervises staff, tracks performance reviews, participates on committees, maintains databases on office and/or management issues, maintains databases on job bidders, supports time and attendance reporting, maintains leave information, supports temporary duty staff.
Supporting information technology and records - provides computer software support, maintains tasking system, maintains diplomatic note tracking system, supports the message tracking system, supports travel systems, uses electronic cable system, supports the embassy website, maintains biographic data, maintains files, supports funding systems, and supports other electronic record systems as needed.
Managing office - supports emergency response processes, ensures security of classified information, tracks office equipment maintenance, procures supplies, answers phone, distributes mail, etc.
Integrating with local culture - learns culture, develops relationships, participates in local organizations, etc.
Assisting other offices as necessary.
More information can be found at careers.state.gov/specialist/vacancy-announcements/oms
