Management Support Specialist

Summary

The Smithsonian Institution is the world’s largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in National Zoological Conservation Biology Institution (NZCBI), National Zoological Park (NZP), Under Secretary for Research and Science, Smithsonian Institution (SI).

More than one selection may be made from this announcement.

This job is open to

Clarification from the agency

This Merit Promotion position is open to Current Federal Employees and Former Federal Employees with permanent status or reinstatement eligibility. Individuals who are eligible for a special appointing authority may also apply such as Individuals with Disabilities (Schedule A), former Peace Corps, AmeriCorps, and Vista volunteers; certain Military Spouses, or individuals eligible under various programs for Veterans (VRA, VEOA, 30% disabled).

Duties

The Management Support Specialist will serve as an administrative contact and is expected to provide a range of office requests in support of center operations. These requests include programmatic support, procurement, financial reconciliations and oversight, logistics, property management, travel orders, record keeping, initiating HR actions and other operational needs associated with a unit and/or program.

In this position, you will:

Assist Senior Management Support Specialists to develop, analyze, evaluate, and maintain internal cuff record systems, file organization, information, and documentation systems.

Procure goods and services by preparing contracts, using a purchase card, and/or creating a purchase order then verifying product or services are accounted for, received, and vendor is paid.

Manage multiple complex domestic and foreign travel orders concurrently by preparing travel authorizations/vouchers in Smithsonian's travel system.

Provide administrative support to the center/program staff and to senior management to include, point of contact for center, timekeeping in WebTA, may serve as a Property Custodian for high value or sensitive items.

Requirements

Conditions of Employment

Pass Pre-employment Background Investigation

May need to complete a Probationary Period

Maintain a Bank Account for Direct Deposit/Electronic Transfer

Males born after 12/31/59 must be registered with Selective Service.

Conditions of Employment

Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on .

Qualifications

Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service. For this position, specialized experience is defined as experience maintaining financial accounting cuff records; and providing budget, procurement, and personnel management support to an organization.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.

Or Education: Master's or equivalent graduate degree, or 2 full years of progressively higher-level graduate education leading to such a degree, or LL.B. or J.D., if related.

Or a Combination: Education and experience may be combined to meet the basic qualifications. For a full explanation of this option please see the . Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement.

Education

This position does not have positive education requirements.

Additional information

This position is included in the bargaining unit.

This position is also open in Job Announcement: 24R-LJ-310699-DEU-NZP.

Current or Former Political Appointees: Beginning January 1, 2010, agencies must seek prior approval from OPM before they can appoint a current or recent political appointee to a competitive or non-political excepted service position at any level under the provisions of title 5, United States Code. If you are currently or have been within the last 5 years, a political Schedule A, Schedule C, or Non-career SES employee in the executive branch, you MUST disclose that to the Office of Human Resources. Submit a copy of your applicable SF-50, along with a statement that provides the following information regarding your most recent political appointment:

Position title;

Type of appointment (Schedule A, Schedule C, Non-career SES, or Presidential Appointee);

Agency; and,

Beginning and ending dates of appointment.

Recruitment Incentive: Recruitment incentive(s) may be authorized for this position. However, approval for incentives are contingent upon various availability. If authorized, certain incentives will require the incumbent to sign a service agreement to remain in the Federal government for a certain time period.

Note: This statement does not imply nor guarantee an incentive will be offered and paid.

Veterans Employment Opportunities Act (VEOA): If you are applying for a VEOA appointment, you must be a veteran and must be honorably separated and either a preference eligible or have substantially completed 3 or more years of active service. ("Active Service" under this law means active duty in a uniformed service and includes full-time training duty, annual training duty, full-time National Guard duty, and attendance, while in the active service, at a school designated as a service school by law or by the Secretary concerned.) A veteran who is released under honorable conditions shortly before completing a 3-year tour is also eligible.

Noncompetitive Appointment Authorities: The following links contain information on the eligibility requirements to be considered under a noncompetitive appointing authority:

Selections may be made for vacancies across the Smithsonian Institution (SI). By applying to this position, you agree to allow your application and other personal information to be shared with one or more SI hiring officials for employment consideration for same/similar positions within the location(s) identified in this announcement.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:

Skill in tracking procedures to maintain logs, computerized spreadsheets, and databases.

Skill in managing multiple federally and/or private sector allocated funds.

Skill in applying analytical and evaluative techniques to the identification, consideration, and resolution of issues or problems.

Skill in managing budgetary matters and policies within a center/program including allocations, purchasing and contractual policies and procedures.

Skill and ability to apply rules and regulations for domestic and foreign travel, purchase, travel cards, reallocations, and cash advances.

Ability to communicate orally, effectively, and clearly in order to convey information to internal and external audiences.

BASIS OF RATING: Once the announcement closes, your application will be automatically evaluated and rated by the system and a Human Resources Specialist. To determine if you are qualified for this job, a review of your application and supporting documentation will be made and compared against your responses to the occupational questionnaire. The numeric rating you receive is based on your responses to the questionnaire. The score is a measure of the degree to which your background matches the knowledge, skills, and abilities required of this position. If, after the Human Resources Specialist reviews your resume and/or supporting documentation, a determination is made that the score you have received is not a true reflection of your qualifications and/or experience, your score can and will be adjusted to more accurately reflect the information you provided that support your abilities. Please follow all instructions carefully. Errors or omissions may affect your rating. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

Important Note:

Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide sufficient information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

You may for this vacancy.

Required Documents

Your application package should include the following documents:

Resume - Your resume can be uploaded and attached to your application or created using the USA Jobs on-line resume builder. Ensure your resume contains the job title (including the occupational series and grade if it is Federal), job-related qualifications, starting and ending dates (month and year), hours worked per week, and salary for each employment period. It is your responsibility to ensure all information is submitted. Failure to include this information may result in disqualification for the position. For assistance with creating a resume, please click .

Current and former employees MUST submit a copy of their Standard Form (SF)-50, “Notice of Personnel Action,” that indicates proof of status and time-in-grade eligibility. The SF-50 must include your position title, series, grade, step, salary, type of service (competitive or excepted in block 34), and tenure (1 or 2 in block 24). Please provide a SF-50 that shows the length of time you have been in your current/highest grade level. Examples of appropriate SF50s include: Appointments, Reassignments, Within-grade/range increases or Promotion actions. NOTE: Pay adjustments and award SF-50s do not include the length of time in your current position, therefore, they are NOT acceptable SF-50’s on their own. You may need to provide more than one SF-50. Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).

Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.

Proof of U.S. accreditation for foreign study, if applicable.

Proof of Veteran's Preference - DD214 (Member 4 Copy) if you are requesting a special appointment authority, such as VRA or VEOA

Proof of severe disability if you are requesting special placement consideration.

Proof of eligibility for a military spouse appointment, such as a permanent change station military order.

Proof of eligibility for any other special appointing authority not specifically mentioned here.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.