Management Support Specialist

Clarification from the agency

Current Smithsonian Institution Internal Employees/Agency Employees Only may apply including current Smithsonian Institution employees with Federal career/career-conditional status or eligibility. More than one selection may be made from this announcement.

The Management Support Specialist provides support for a variety of administrative and operational activities with NMAAHC, including but not limited to programmatic support, procurement, time and attendance, clerical and logistical tasks, and property management. 

In this position, you will:

• Serve as the point of contact for T&A in WebTA.
• Participates in periodic property management inventories.
• Assists with arrangements and logistics for Education Department meetings, sends appointments and reminders, arranges catering, and prepares rooms.
• Maintains Education Department museumwide program calendars and input programs into SI data gathering systems.
• Monitors and supports departmental resource accounts.
• Submits requests for timed passes, VIP tours, and parking via online systems for Education Department guests.
• Uses a purchase card and verifies products or services are received.
• Obtains information concerning pricing, quantity and availability of goods and services and keeps a log of all purchases.
• Reconciles monthly purchase card transactions and statements to submit to the finance department.
• Assists with market research, drafting scopes of work, and issuing RFPs.
• Prepares purchase order packages and submits contract documentation.
• Uses a tracking system to monitor and provide updates on each procurement.
• Conducts vendor enrollment and ensures that invoices are paid.
• Processes reimbursements, honorariums, and other financial transactions.
• Serves as the point-of-contact for vendor related financial systems. 
  
• Makes flight, hotel, and ground transportation reservations.
• Researches the per diem, as needed.
• Processes domestic and foreign travel authorizations and vouchers.
  

Conditions of employment

• Requires career/career-conditional status or eligibility.
• 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 OPM Website.

Qualifications

Experience: You qualify for this position if you possess one year of specialized experience equivalent to at least the GS-7 level in the Federal service or comparable pay band system. For this position, specialized experience is defined as demonstrated experience providing support and coordination for various agency-wide programs to include property management inventory and logistics for tours, visitors and scholars; conduct research on procurement price availability of various vendors and track and submit invoices for payment and; arrange travel itineraries for both internal and external stakeholders and ensure travel vouchers are submitted and paid. 

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.

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 may be substituted for the required experience.

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.

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.

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).

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:

1. Ability to provide administrative support including Web T&A, inventory, managing and maintaining calendars and monitoring project deliverables.
2. Knowledge of purchasing and procurement processes including credit card transactions/statements, vendor invoicing, RFPs and various financial transactions.
3. Skill managing travel authorizations and vouchers.

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.

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), and hours worked per week, 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 USAJOBS Help Center - How do I write a resume for a federal job?

• 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. SI Trust employees are ineligible for Merit Promotion consideration unless you submit a Standard Form (SF) - 50, "Notice of Personnel Action", that indicates proof you previously held a 'status' position and proof of time-in-grade.  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. Failure to provide the appropriate SF-50(s) may prevent you from receiving consideration for this position.

• 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.

Next steps