Management Support Assistant
Smithsonian Institution - Washington, DC

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This position is located in the Smithsonian Institution Archives (SIA), Smithsonian Institution. The employee performs a variety of clerical and administrative duties associated with the receipt and recording of revenue and other general office duties.

The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."

ATTENTION: Due to the large number of qualified applicants for positions of this type, this job announcement will close at 11:59 pm Eastern Time on either: (A) The closing date listed above or (B) The date that 100 applications are received; whichever occurs first. If the announcement closes on the date that 100 applications are received, all applications submitted by 11:59pm that day will be given consideration, including those in excess of 100.

We encourage applicants to apply as soon as possible to ensure their applications are submitted before the announcement closes. We will not consider applications which are late due to the announcement closing once the above number of applications is reached.

    KEY REQUIREMENTS
  • 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.

DUTIES:
  • Performs general office support such as answering phones, scheduling meetings, processing mail, recording time and attendance, and maintaining files.
  • Purchases supplies, equipment, and services. Maintains office supplies and shared equipment (ensuring back-up stock is on hand and machines are fully functioning). Initiates service calls as needed for copier repairs.
  • Prepares all necessary travel arrangements for SIA staff, as well as occasionally for outside consultants. Upon traveler's return prepares and submits travel vouchers. Regularly attends GovTrip Users meetings and keeps abreast of policy and/or procedural changes initiated by central Smithsonian.
  • Receives and processes incoming cash, check, credit card revenue and payments in a timely way in accordance with established procedures.
  • Assures proper funds control maintenance and the proper recording of income to the correct funds. Records incoming revenue in computerized databases and maintains up-to-date records for producing a variety of regular reports or lists for the supervisor and/or Director.

QUALIFICATIONS REQUIRED: Experience: One year of full-time experience at the GS-4 level that is close or similar to the work of this job. The experience includes activities such as assisting in providing administrative service to support the administrative operations of an organization, assisting in providing budget, financial, procurement, or human resource support; organizing and maintaining filing systems, and maintaining and updating records.

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: 4 years above high school.

Successfully completed education above the high school level in any field for which high school graduation or the equivalent is creditable. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

Or a Combination: Education and experience may be combined to meet the basic qualifications. For a full explanation of this option please see the Qualification Standards . 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.

Qualification requirements must be met within 30 days of the job announcement closing date.

HOW YOU WILL BE EVALUATED: 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:
  • Knowledge of general administrative concepts, principles, and practices to perform administrative and clerical support functions independently.
  • Ability to track the use of supplies, services, and equipment; and to initiate orders/actions to maintain office functionality.
  • Ability to research and comprehend online policy and regulation documents pertaining to Federal and general Smithsonian travel.
  • Ability to input, track, and organize financial data and records.
Applicants who meet or exceed minimum qualifications will be assigned to one of three category groups based on job-related criteria: Best Category - Meets the minimum qualification requirements and excels in most of the job related competencies above. Better Category - Meets the minimum qualification requirements and satisfies most of the job related competencies above. Good Category - Meets the minimum qualification requirements, but does not satisfy most of the job related competencies above to a substantive degree. This category rating process does not add veterans' preference points or apply the "rule of three", but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. A selecting official may make selections from the highest quality category (Best Category) provided no preference eligible in that category is passed over to select a non-preference eligible in that category unless the requirements of 5 U.S.C. 3317(b) or 3318(b) are satisfied. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-9 grade level or higher. Applicants who have not submitted a resume in the USAjobs system and/or have not answered all of the vacancy questions will not be considered for this position. 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.
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BENEFITS: The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, health/life insurance, accident insurance, and excellent retirement program options. Please see Benefits at www.sihr.si.edu for a complete description.

OTHER INFORMATION: Flexible Spending Accounts - http://www.fsafeds.com/fsafeds/index.asp Health Insurance - http://www.opm.gov/insure/health/index.asp Leave - http://www.opm.gov/oca/leave/index.asp Life Insurance - http://www.opm.gov/insure/life/index.asp Long Term Care Insurance - http://www.ltcfeds.com Retirement Program - http://www.opm.gov/retire/index.asp

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