Management Support Specialist (Procurement and Finance)

Smithsonian Institution

Washington, DC

JobSummary

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 Registrar's Office, Smithsonian American Art Museum, (SAAM).

LowGrade

HighGrade

PromotionPotential

PromotionPotentialAdditionalText

Full Performance

OrganizationCodes

OT/SM03

Relocation

False

HiringPath

fed-internal-search

MCOTags

TotalOpenings

AgencyMarketingStatement

Join the Smithsonian Institution, the world's largest museum, education, and research complex, with 21 museums, 14 education and research centers, and the National Zoo, in inspiring Generations through Knowledge and Discovery.

TravelCode

ApplyOnlineUrl

https://jobs.monstergovt.com/hment/ros/rosDashboard.hms?O=1&J=54452

DetailStatusUrl

https://jobs.monstergovt.com/hment/ros/rosDashboard.hms?O=1&J=54452&S=1

MajorDuties

The Management Support Specialist will be knowledgeable of Intellectual Property (IP) issues and the proper use of rights-indata clauses to include providing support with regard to procurement, timekeeping, travel preparation, budget and revenue tracking, as well as assisting Registration staff in a range of other areas. In this position, you will: Support procurement by preparing purchase orders and requisitions, and entering them into ERP; acting as p-cardholder; and reviewing transactions, reconciling for completeness and compliance. Order a variety of goods including office supplies and collections supplies. Purchase shipping, crating, and art handling services. Track delivery, arrange for receipt documentation, and monitor payment status. Track income and expenditures from a wide variety of federal and/or trust funds; prepare reports on funds obligated on purchase orders, travel authorizations, and contracts. Serve as timekeeper for the department, prepare administrative forms, prepare and review travel authorizations for compliance with SAAM/SI travel policies, regulations, and procedures, and independently track status of a variety of projects, correspondence, and requests. Train and coach department staff with procurement responsibilities on proper methods, documentation, and financial coding/budget tracking.

Education

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.

Evaluations

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 Federal procurement policies and procedures. Knowledge of financial management. Knowledge of information systems such as spreadsheets and database software. Ability to accurately process and record administrative data and coordinate work with others. 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.

HowToApply

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.

WhatToExpectNext

At the end of the application process you will be able to create and save a PDF file that contains your responses to the assessment questions. You may save this file as initial receipt of your application. After the job announcement closes, you will receive an email from the Smithsonian with confirmation of receipt. The Smithsonian receives many applications for each job. Each application is reviewed carefully which may take a few weeks. We will send you an e-mail to update you as we go through phases of the application review process. You may also check your application status by logging into www.usajobs.gov and selecting the tab "My USAJOBS;" e-mailing vacancy.info@si.edu; or by contacting the Office of Human Resources Representative listed. Additional Information: Tips on applying for Smithsonian jobs are available at https://www.si.edu/OHR/howtoapply. The Smithsonian does not pay relocation expenses. The Smithsonian Institution is an equal opportunity employer. Additional information can be found on our website at (www.si.edu/oeesd).

RequiredDocuments

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. 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.

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/

OtherInformation

This position is 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.

KeyRequirements