OFFICE MANAGEMENT SPECIALIST |
 |
VACANCY ANNOUNCEMENT
United States Department of State
An Equal Opportunity Employer
How to Apply
Announcement No.: FSOMS-2008-0001
Opening Date: March 17, 2008
CLOSED
Position Title: FOREIGN SERVICE OFFICE MANAGEMENT SPECIALIST
Grade and Starting Salary Range: FP-07: $32,864 - $48,262
Additional Benefits: Tax Free Housing Overseas, Tax Free Educational Allowances, etc. (See Compensation and Benefits for more information.)
Number of Vacancies: The Department of State maintains a rank-order list of eligible candidates to fill entry-level Foreign Service Office Management Specialist vacancies. The specific number to be hired depends on the needs of the Foreign Service.
Area of Consideration: All sources. Applicants must be U.S. citizens between the ages of 21 and 59 and able to qualify for a top secret security clearance.
Location: Initial assignment will be to the Department of State in Washington, D.C., for training and orientation, followed by an overseas assignment of two years. Additional training in language or other required skills (depending on onward assignment) might further extend the time spent in Washington. Foreign Service Office Management Specialists normally spend most of their careers abroad, moving to new assignments at intervals of 2-3 years.
For more information, contact HR/REE, 202-261-8932. OMSVACANCYINFO@STATE.GOV.
All potential applicants are strongly urged to read this entire Vacancy Information to ensure that they meet all of the requirements for this position before applying.
Applicants must be American Citizens and at least 20 years old to apply and at least 21 years of age to be appointed. By law, all career candidates must be appointed to the Foreign Service prior to the month in which they reach age 60.
DESCRIPTION OF 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. 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:
- Office Management: establish and manage office procedures in coordination with the supervisor and office staff; schedule office events and track deadlines; manage and maintain office filing system; monitor administrative requirements of office and coordinate administrative matters with other offices; be familiar with word processing, databases and spreadsheets and be able to operate office equipment (PCs, faxes, phones, copying machines, etc.).
- Administrative Support: make official travel arrangements and prepare travel vouchers; prepare time and attendance records for supervisor and office staff; order office supplies and equipment and organize repairs of office equipment.
- Secretarial Support: type cables, memoranda, letters, diplomatic notes, briefing papers, etc.; draft routine correspondence; proofread documents received from other offices for supervisor's signature; organize and prioritize documents for the supervisor; receive visitors; screen and facilitate telephone inquiries; make appointments for supervisor; open and distribute mail; file, make copies and perform other secretarial duties as assigned.
- Conference and Visit Support/Representational Functions: work with visit control officers to plan and coordinate official conferences and high-level visits; provide administrative and secretarial support to high-level VIPs visiting the host country; coordinate official representational functions (prepare contact/guest lists and invitations and track responses).
OFFICE MANAGEMENT SPECIALIST CAREER
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. Assignments can vary from working in a Political or Economic Section in one mission to working in the Management or Public Affairs Section in another. Positions of increasingly higher responsibility are achieved as a result of competitive promotions that are earned through quality performance. As a Foreign Service Office Management Specialist proceeds along a career path, future assignments can lead to the Executive Office and the position of Office Manager to the Ambassador or to a special assistant position working with a high-ranking official in Washington, D.C. Whatever the position or nature of duties, Office Management Specialists will have a rich opportunity to make valuable contributions to their country while leading professionally and personally fulfilling lives.
Foreign Service Office Management Specialists are appointed as Foreign Service career candidates with the Department of State. All newly-hired Office Management Specialists enter at the junior level as career candidates and are expected to follow a structured career path extending over a period of years. Duties may vary greatly depending on the size of the post and the requirements of the position. A strong command of the English language, superior office management skills and in-depth knowledge of office computer software are essential. Professional-level speaking ability in a foreign language, especially a world language or a critical need language, is not required for entry. However, it is required for advancement to the highest ranks in the office management specialty.
SPECIAL CIRCUMSTANCES
Foreign Service Office Management Specialists are an essential part of an overseas mission. It is not uncommon to work extensive overtime because of the political climate of the host country, official visits or an unexpected event. On a rotating basis, Office Management Specialists may also be required to serve as "duty Office Management Specialist" (on call after hours for a week at a time) to provide urgent support to any office in the mission. At small posts, Office Management Specialists may also be required to serve as Information Management Specialists (handling official telegraphic messages and diplomatic pouches).
INITIAL GRADE/ADMINISTRATIVE PROMOTION/TENURE
Newly-hired Office Management Specialist career candidates are assigned at the FP-07 level. The specific step (or salary) within that level will be determined at the time a firm offer of employment is made. Federal Civil Service employees who are appointed as Office Management Specialist career candidates without a break in service will also be assigned at the FP-07 level. Specific step (or salary) for these career candidates will be set at the nearest possible salary rate of their previous grade.
After 18 months of service, FP-07 Office Management Specialist career candidates are administratively promoted to FP-06 upon confirmation that their performance has been satisfactory or better.
Foreign Service Office Management Specialist career candidates are considered for tenure (career status) after they acquire a minimum of two years of experience in the Foreign Service. A Tenuring Board recommends tenure based on demonstrated ability to perform satisfactorily and the potential to perform at higher levels. If tenure is not granted during the first review, a second review will be made one year later.
COMPETITIVE PROMOTION/WITHIN-GRADE INCREASES
Promotion above the FP-06 level is competitive. FP-06 level Office Management Specialists are eligible to compete for promotion to FP-05 after one year in grade. Promotion panels recommend promotion based on published Precepts and Decision Criteria. Performance is evaluated annually, in writing.
In general, Foreign Service employees with good performance receive a within-grade increase annually up through step 10 of their specific level, and biennially from step 10 through step 14.
ORIENTATION/TRAINING/ASSIGNMENT
Newly-hired Office Management Specialist career candidates are initially assigned to Washington, D.C., for a three-week orientation followed by a three-week Office Management Specialist training class and a two-day security seminar. Additional training may include language training (depending on the requirements of the first overseas post), area studies (an intensive study of the region of assignment), etc.
Notification of the location of the first overseas assignment is made during the orientation. First and second overseas assignments are directed and will normally be for a period of two years each. Typical initial assignments would be as a junior Office Management Specialist in a large office overseas. Rarely, and only under extraordinary circumstances, would a newly-hired Office Management Specialist career candidate be given an assignment to a domestic (U.S.) location.
QUALIFICATIONS AND SPECIALIZED EXPERIENCE REQUIREMENTS
An applicant must be a U.S. citizen between the ages of 20 and 59 and a high school graduate or equivalent, and demonstrate a strong command of the English language to include grammar, spelling and punctuation. Professional-level speaking ability in a foreign language is welcome, but not a requirement for applying. However, the applicant must be willing to be trained by the Department of State in a foreign language to meet a job requirement or expectation. These will be important considerations in the competitive process.
After completion of the on-line employment application, selected candidates must present a Microsoft Office Specialist (MOS) Certificate in Microsoft Office Word 2003, Specialist Level, or Microsoft Office Word 2007, Specialist Level, before being invited to the oral examination. Testing centers for Microsoft certification can be found at www.certiport.com. Candidates must also pass a proctored proofreading test that will be administered at the time of oral assessment. The proofreading test weighs heavily in calculating the candidate's overall score. In addition, the candidates will be required to write an essay to show how effectively they can develop and express ideas in writing. The essay will be judged on how logically and clearly it is written and how well the applicant follows general rules of standard written English. Those candidates who demonstrate professional-level proficiency in a foreign language will have bonus points added to their oral assessment score. Bonus points are awarded for only one foreign language.
In addition to the above, all applicants must possess the following work related experience:
All work-related experience must be of a progressively responsible nature. Positions that have a combination of secretarial, administrative assistant or office management components should be described with percentages attributed to the amount of time devoted to the various duties. (Failure to do so may delay application processing.) Applicants must have a demonstrated proficiency in Microsoft Office Word 2003 or Microsoft Office Word 2007 as well as other commonly used programs (such as Outlook, Excel and Power Point).
A. High school graduate or equivalent and three years of office management experience.
or
B. A two-year college degree in Office Management, Business Administration, Computer Technology, Web Development or other related field together with two years of office management experience.
or
C. A four year college degree together with one year of office management experience. (Experience must be strongly secretarial in nature.)
NOTE:
All office management experience must be of a professional nature and must have been acquired from supporting one or more individuals. The experience must have been acquired in a position which required utilization of the knowledge of specific administrative functions in the employing organization(s) and which required a minimum of direct supervision.
Duties encompassing, but not limited to the following, may fall into the office management field: updating and maintaining appointment calendars, setting up appointments and meetings, opening incoming mail and routing it to appropriate individuals, organizing and maintaining filing systems, making travel arrangements, escorting and receiving visitors to the office, final proofreading and editing of the material of others, developing and implementing office procedures, composing letters for signature of supervisor, assembling information for reports, setting up and maintaining data bases, etc. In the Civil Service these duties are represented by the GS-318 job series.
HOW YOU WILL BE EVALUATED:
Candidates will be evaluated on their total background including experience, education, awards, training, and self-development as it relates to the position. Selection for this position will be made only from among candidates possessing the best qualifications.
HOW TO APPLY:
We are not currently accepting applications for this position.
As part of the online application, applicants will be asked to submit the following required documents:
REQUIRED DOCUMENTS
- Fax College Transcripts:
All applicants with college degrees must fax their college transcripts. These documents must be faxed before the closing date of this announcement, which is midnight eastern time.
Applicants will be prompted to print out a fax cover sheet once they have successfully submitted their application.
If you are selected for an interview you will be asked to bring your official college transcripts to your oral assessment
- Supplementary Questionnaire
Purpose: The purpose of the Supplementary Questionnaire is to allow an opportunity to describe examples of your experience that relate to the skills listed below and best show your ability to handle the various aspects of secretarial/administrative assistant work. The information you provide will be used to help structure your oral examination/interview.
Instructions: Individually address each of the numbered items listed below limiting responses to 200 words or less for each item. (FYI, the preceding paragraph entitled "Purpose" contains approximately 50 words.) Describe how you have used the following abilities and/or knowledge, referencing the source from which the work-related experience was acquired. Your examples can be drawn from any part of your experience but they must describe things that you, personally, have done. You should compose your replies carefully as one of the skills required of an experienced Office Management Specialist is the ability to write clearly and concisely.
- Solving a Practical Problem: Describe what you consider to be the best example of a situation where you had to find an innovative solution to a practical problem. Indicate who was affected by the problem and in what way, and the nature of the difficulties faced.
- Organizing Your Own Work: Give an example of a situation where you had to plan, organize and prioritize your own work, particularly where you had to meet tight deadlines or work long hours. Indicate the complexity of the task you were organizing and the consequences if you had failed to meet your deadline.
- Handling Conflicting Priorities: Give one example which best illustrates a situation where you had to handle several different tasks at once and where it was important to ensure that the quality of your performance was maintained at a high standard. Comment on the pressure you were under and indicate any resources you used to help you prioritize tasks.
- Using Computers and Office Technology: List the experience you have in using technology like word-processing, databases and spreadsheets, electronic mail, graphics packages, etc. Provide a list of all systems with which you have expertise.
- Mixing Easily With Other People: What experiences have you had which suggest that you mix easily with people both within and outside your social or cultural group and with colleagues? Include information about your social and/or community activities.
- A narrative autobiography which discusses your:
- personal background
- personal interests, hobbies and travel
- professional experience which was not included in the employment application
- motivation for applying for a Foreign Service Office Management Specialist career.
- Those applicants who are notified of successful completion of the application process must submit their Microsoft Office Specialist (MOS) Certificate in Microsoft Office Word 2003, Specialist Level, or Microsoft Office Word 2007, Specialist Level, to a special e-mail account at the Department of State which has been set up for the sole purpose of receiving the certificates. Testing centers for Microsoft certification can be found at www.certiport.com. Following receipt of the certificate and validation that the applicant has met the qualifications and specialized experience requirements, an appointment for an oral assessment in Washington, D.C., will be scheduled.
- In cases where education is substituted for experience, copies of college transcripts, diplomas, etc., must be presented at the time of oral assessment. These materials become the property of the Department of State and will not be returned. Failure to adequately substantiate education and work experience by virtue of documentation and verification will result in termination of your application for the position of Office Management Specialist.
Please note all travel and other expenses incurred in connection with the oral assessment are the responsibility of the candidate.
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 310, sons and daughters of federal employees cannot be granted preference in competing for these employment opportunities.
The Department of State is committed to equal opportunity and fair and equitable treatment for all without regard to race, color, national origin, sex, religion, age, sexual orientation, disabling condition, political affiliation, marital status, or prior statutory, constitutionally protected activity. The Department 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. All decisions for granting reasonable accommodations are made on a case-by-case basis.