Management Support Specialist

About the role

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 one of the SI facilities serviced by the Office of Facilities Management (FM).

The Office of Facilities Management is responsible for all Smithsonian facilities, many of which are designated as historic and all of which are visited by millions of people each year.

What you will do

• The Management Support Assistant performs a variety of administrative support functions, including financial tracking and processing, procurement support, travel administration, records management, time and attendance support, and document preparation.
• In this position, you will: Provide administrative support to staff by assisting with travel authorizations and vouchers, scheduling meetings, maintaining calendars, and responding to administrative inquiries.
• Establish and maintain office files and records, retrieve information as requested, and prepare records for retirement in accordance with established procedures.
• Assist with the procurement of supplies, equipment, and services and monitor administrative support requirements to ensure office needs are met.
• Prepare, edit, and format correspondence, reports, memoranda, forms, and other administrative documents, ensuring accuracy, completeness, and proper grammar, spelling, and format.
• Respond to telephone calls, emails, and visitors by providing information and directing inquiries to the appropriate staff member or office.
• Receive, review, distribute, and track incoming correspondence and other documents, ensuring timely routing and follow-up on assigned actions.
• Assist with time and attendance activities and provide administrative support related to office operations and recordkeeping.
• Maintain financial, travel, procurement, and administrative records and assist in compiling information for reports and tracking purposes.

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.

Education

There is no education substitute at this grade level see above.

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 in office support functions such as data entry, filing, timekeeping, scheduling, travel arrangements, authorizations and vouchers, phone or mail handling and reception duties.

Knowledge of procurement and contracting processes and requirements. Ability to communicate in writing. Ability to communicate orally.

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.

Documents you must provide

• 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.

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 *** for a complete description.

Flexible Spending Accounts - *** Health Insurance - *** Leave - *** Life Insurance - *** Long Term Care Insurance - *** Retirement Program - ***

What to expect next

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 *** and selecting the tab "My USAJOBS;" e-mailing ***; or by contacting the Office of Human Resources Representative listed. Additional Information: Tips on applying for Smithsonian jobs are available at *** The Smithsonian does not pay relocation expenses.

The Smithsonian Institution is an equal opportunity employer. Additional information can be found on our website at (***).

Additional information

This position is included in the bargaining unit. 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.