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 the Office of Occupational Safety, Health and Environmental Management (OSHEM).
More than one selection may be made from this announcement. Duties The Administrative Assistant provides a variety of financial, procurement and clerical support services. The work encompasses financial management, budget administration, procurement and/or human resources functions.
In this position, you will:
- Order a variety of goods and services using the agency’s procurement system.
- Provide staff guidance and recommendations around new/established requirements, regulations and procedures related to administrative operations.
- Prepare and track forms for billing, receiving, disbursing, and/or transferring funds.
- Follow up on transactions to ensure completion.
- Prepare, review, certify, and approve travel authorizations/vouchers in the travel system.
- Prepare or review outgoing correspondence for grammar, format and correctness.
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:
- Performing standard office and administrative support duties;
- Creating purchase orders;
- Serving as a Purchase Card (PCard) holder;
- Managing time and attendance, travel arrangements, and other clerical functions;
- Managing calendars for supervisors and managers; and
- Assisting with gathering information from systems or reports to prepare internal reports.
OR
master's or equivalent graduate degree (Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.)
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 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.
Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position. Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience.
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.
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). Education There are no basic education requirements for this position.
Requirements
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 OPM Website. 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:
- Skill performing procurement functions for an organization in accordance with established policies.
- Knowledge of applying administrative policies and procedures to operations.
- Skill providing budget, financial tracking, grants management, personnel and procurement support to a major department or activity.
- Skill providing administration and support for travel for a major department or activity.
- Skill communicating in writing to create procedures or correspondence while maintaining a high level of customer service.
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 detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.
You may preview questions for this vacancy.
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 https://www.si.edu/OHR/benefits for a complete description.
Flexible Spending Accounts - https://www.fsafeds.com/ 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 - https://www.opm.gov/retirement-services/ How to apply Click on the "Apply Online" button on the upper right side of the page.
Please Note:
- You must apply for this position online through the 'Apply Online' button and submit required supplemental documents (if they are relevant to you).
- Your resume must be no more than two (2) pages.
- You may submit required documents by uploading them online during the application process.
- The complete application package, including any required documents, is due in the Smithsonian Office of Human Resources on the closing date of the announcement by 11:59 PM Eastern Time.
- If you are unable to apply online, paper applications may be accepted with prior approval of the Contact Person listed below.
Other information This position is not included in the bargaining unit.
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.
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.