Office Manager

Foreign Service Office Management Specialists (OMS) serve in key support roles at U.S. embassies and consulates globally, as well as some domestic locations, performing a wide range of administrative, operational, and technical program support functions that facilitate the overall efficiency and effectiveness of the organization. The primary responsibilities of an OMS vary depending on the size of the post, the office, and the position to which assigned. In a typical career, the scope of work for an OMS will increase as they gain experience, are promoted, and become eligible for positions of higher rank and responsibility. The work requires knowledge of administrative, operations, and program support principles, a strong command of the English language, superior interpersonal skills, and in-depth knowledge of standard office computer software programs.The following list is neither exhaustive nor in priority order; however, entry-level duties may include the following:1. General Office Support: Maintains and certifies time and attendance records for employees in the office/section. Implements knowledge management and records management policies for the office/section. Develops, updates, and implements administrative and operations policies (such as Standard Operating Procedures) for the office/section. Provides administrative oversight of office budgets (vouchers, travel expenses, petty cash, etc). Manages inventory and ordering of office equipment, furniture, and supplies. Escorts uncleared visitors and personnel in security-restricted areas. Coordinates responses to Freedom of Information Act (FOIA) requests, Privacy Act requests, Diplomatic Security requests, and requests from the Office of the Inspector General. Ensures sensitive information is properly managed and safeguarded.2. Supporting Department Personnel: Manages and plans schedules, arranges meetings, conferences, and VIP escorts/visits/events. Makes travel arrangements and processes expense vouchers. Makes and receives calls on behalf of other employees. Facilitates connections between key stakeholders, visitors, and internal/external officials; virtually or in-person. Works on administrative and operational matters, or programmatic areas within the assigned area of responsibility. Attends meetings, takes notes, and reviews administrative documents.3. Preparing Written Materials: Reviews, drafts, and responds to correspondence for approval within the area of authority. Routes official communication to the appropriate points of contact. Proofreads and edits documents for accuracy, formatting, clearances, style, and compliance with regulations. Prepares and enhances documents, presentations, reports, memos, emails, and other forms of official communication.4. Supporting Official Events: Supports special events and functions of all sizes on behalf of the section or post, including after hours. Manages visitor access to government events and facilities. Learns and facilitates protocol requirements for decorum and traditions at the post of assignment in various official settings.5. Supporting Office Staff: Trains staff on administrative and operations issues in the office/section. Evaluates program requirements and policy goals in order to ensure program plans, schedules, and support are provided at the right time and place. Conducts special projects and/or collaborates on special projects, as assigned.6. Supporting information technology and records: Aids in troubleshooting and resolving basic IT issues, to include hardware (printers, copiers, shredders, etc.), and software support (internet, virtual communication platforms, Microsoft Office applications, and others).7. Integrating with Local Culture: Uses foreign language skills to facilitate fulfillment of tasks. Attends and assists in the planning of representational events. Liaises with host country personnel and other Embassy interlocutors.It is not uncommon for Foreign Service personnel to perform duties outside of normal business hours due to needs of the post, official visits, or as part of a regular after-hours duty rotation. Type of compensation for additional hours worked will vary based on individual work schedules.