[BwayDems] US Department of State Vacancy Announcement

[Solano, Socrates]

PLEASE PASS ALONG TO YOUR NETWORKS

VACANCY ANNOUNCEMENT
United States Department of State
An Equal Opportunity Employer
How to Apply
<http://careers.state.gov/specialist/opportunities/officemgt.html#howtoa
pply#howtoapply> 

 

Announcement No.: OMS-2010-0002
Opening Date: January 08, 2010
Closing Date: February 05, 2010 

Position Title: FOREIGN SERVICE OFFICE MANAGEMENT SPECIALIST

Job Description: This is an Administrative Professional position
equivalent to the GS-318 (Secretarial) job series.

Grade and Starting Salary Range: FP-07: $34,324 - $50,406

Additional Benefits: Tax Free Housing Overseas, Tax Free Educational
Allowances, etc. (See Compensation and Benefits
<http://careers.state.gov/specialist/compensation.html>  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, able to qualify for a top secret security
clearance, and available to serve world-wide.

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 at 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: 

*	Supporting ambassador, senior management, or other officer -
tracks and supports meetings, event invitations, courtesy calls,
visitors, phone bills, preparations for meetings, 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. 

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 Security 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 be 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). Appropriate training is provided.

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. The highest possible competitive promotion is
to grade FP-03. 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 biannually 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. 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, 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 promotion process. 

After completion of the on-line employment application, selected
candidates will be given three weeks to present a Microsoft Certified
Application Specialist (MCAS) credential in Word 2007 in order to be
invited to the oral examination. Testing centers for Microsoft
certification can be found at www.certiport.com. 

At the oral assessment, candidates must pass a proctored proofreading
test. 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. Candidates can select one of several topics; 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. There
may be other competency tests as well. 

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. More
information is available on bonus points on our website
<http://careers.state.gov/specialist/opportunities/selection.html#FLS> .


Candidates who qualify for veterans' preference points will receive
bonus points to improve their competitive standing on the Hiring
Register. Eligible candidates should provide a DD 214 to their Registrar
once they have received a conditional offer of employment. 

In addition to being world-wide available, candidates will be required
to meet medical, security and suitability requirements before they can
be included on the Hiring Register. Again, additional details are on the
website
<http://careers.state.gov/specialist/opportunities/selection.html> . 

In addition to the above, all applicants must possess one of the
following work related experiences:

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 be certified in Microsoft Office Word 2007 as well as have a
demonstrated proficiency in other commonly used programs (such as
Outlook, Excel and Power Point).

A. High school diploma 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. In the Civil Service these duties are represented by the
GS-318 (Secretarial) job series. 

 

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER REQUIREMENTS:

The education, work experience, and other qualifications evaluated for
evidence of the following knowledge, skills, abilities, and other
requirements have been identified as important to successful job
performance as an Office Management Specialist based on extensive job
analysis research. Not all of these attributes need to be met by a
candidate; the attributes will be used as a set to evaluate candidates.

*	Knowledge - administrative and clerical procedures and systems
such as word processing, managing files/records/databases,
transcription, designing forms, and other office procedures and
terminology; office computer programs such as Outlook, Word, Excel, and
PowerPoint, and possibly Access or SharePoint; structure and content of
the English language including the meaning and spelling of words, rules
of composition, and grammar; and office equipment such as copiers,
faxes, scanners, telephones, basic computer hardware, etc. Basic
knowledge of the U.S. Government including its structure and
responsibilities is useful but not required.
*	Skills and Abilities - organizational, time management, problem
solving, decision making, human relations, reading comprehension,
service orientation, active listening, instructing, writing, persuasion,
speaking, coordination, critical thinking, social perceptiveness, active
learning, adaptability, professional standards, and cross-cultural. 
*	Other requirements - worldwide available, tolerance of intensive
world travel, living away from family, and working and living in
difficult and/or isolated conditions. 

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. 

In cases where education substitutes 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. 





HOW TO APPLY:

Applications must be submitted electronically through the "Gateway to
State" system. To access this system please click here
<http://jobview.usajobs.gov/GetJob.aspx?JobID=85475169> , or on the
Gateway to State button at the top of the page.

We encourage early submissions. Once you "submit" your application,
including any materials (documents, certificates, etc.) that must be
submitted separately, it will be considered complete and will be
reviewed with other applications submitted in the same timeframe, even
if the vacancy announcement remains open. Each candidate's submission is
evaluated independently based on criteria linked to the job
requirements. No changes can be made in your application after it has
been submitted. Incomplete applications will be closed.

As part of the online application, applicants will be asked to submit
the following required documents:

REQUIRED DOCUMENTS

1.	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 coversheet 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. 

2.	Supplementary Questionnaire

Purpose: The purpose of the Supplementary Questionnaire is to give you
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 fewer 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.
	*	Managing Office Duties: Describe your work experiences
that demonstrate you have a high level of proficiency in performing
administrative duties like managing files/records/databases, proofing
text, processing documents, and maintaining office equipment.
	*	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. 

2.	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. 

3.	MCAS in Word 2007 

Those applicants who are notified of successful completion of the
application process must submit their Microsoft Certified Application
Specialist (MCAS) credential in Word 2007 to a special e-mail account at
the Department of State which has been set up for the sole purpose of
receiving the certificates within three weeks. 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. 

Please note all travel and other expenses incurred in connection with
the oral assessment are the responsibility of the candidate.

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