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    Duties

    Summary

    This position is located in the Office of the Associate Director for Operations (ADO), Office of the Director, National Museum of Natural History (NMNH).  The office provides oversight of the administrative operations of the Museum. The NMNH is composed of four major administrative components, each of which is headed by an Associate Director reporting to the Director.

    Learn more about this agency

    Responsibilities

    • Serves as one of the organization’s liaisons with the Office of Human Resources in carrying out personnel operations of the Museum.
    • Participates in answering questions concerning policies and procedures related to support/office services, requests, and shifts in priorities. 
    • Performs recurring assignments using SI’s automated human resources systems for tracking and reporting on personnel and payroll information.
    • Initiates, processes, and tracks progress of personnel action requests and performs a wide variety of administrative tasks for the Museum.
    • Advises supervisors and museum staff on the proper format and requirements for personnel documents  and on other areas of personnel administration.

    Travel Required

    Not required

    Supervisory status

    No

    Promotion Potential

    09

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    Requirements

    Conditions Of Employment

    • Pass Pre-employment Background Investigation
    • May need to complete a Probationary Period
    • Maintain a Bank Account for Direct Deposit/Electronic Transfer

    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.

    For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at http://www.opm.gov/qualifications.

    Qualifications

    Experience: You qualify if you have one year of specialized experience (Federal or other) at the GS-5 level that is close or similar to the work of this job.  The experience includes activities such as providing advice and guidance to management on routine issues, preparing routine documents on a consistent basis, monitoring personnel actions, assisting in or drafting written correspondence, explaining non-technical information as needed, preparing presentations, reports, briefings and providing basic analysis.

    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: One full year of graduate level education or superior academic achievement in a field related to this position may be substituted to meet the experience requirement.

    Superior Academic Achievement Provisions:
    A Bachelor’s degree in any field, plus at least one of the following superior academic achievement provisions:

    1. A grade-point average (GPA) of B (3.0 or higher on a 4.0 scale) for all completed undergraduate courses, or courses completed in the last two years of undergraduate curriculum;
    or

    2. A grade-point average (GPA) of B+ (3.5 or higher on a 4.0 scale) for the required courses in your major field of study, or required
    courses in your major completed in the last two years of undergraduate study; or

    3. Rank in the upper one-third of your class in the college, university, or major completed in the last two years of  undergraduate study; or

    4. Election to membership in a national scholastic honor society, other than freshman honor societies.  Honor societies that have been approved are listed in the American College of Honor Societies.  Booklet of Information (1992-1995) and/or Baird’s Manual of American College Fraternities (1991).

    To verify your claim for this provision, please submit a college transcript(s) showing that you maintained a grade point average (GPA) of 3.0 or higher out of a possible 4.0 for all 4 years of undergraduate courses, or on all undergraduate courses completed during the final 2 years of your curriculum, including all transferred courses.

    Note:  GPAs are to be rounded to one decimal place.  For example, 2.95 will round to 3.0 and 2.94 will round to 2.9.  If more than 10 percent of your undergraduate course work (credit hours) was taken on a pass/fail or similar basis, your claim must be based on class standing or membership in an honor society.

    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.

    Education

    Additional information

    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:

    1. Ability to apply human resources rules, procedures and regulations.
    2. Knowledge of administrative concepts, principles, and practices, to perform administrative support functions.
    3. Ability to use a variety of office automation software, such as word processing, database, spreadsheet, electronic mail and internet-based applications.
    4. Ability to communicate orally to respond to general and specific human resources questions.
    5. Ability to communicate in writing to draft documents and communicate non-technical information.

    BASIS OF RATING:  Once the announcement closes, your application will be automatically evaluated and rated by the system and a Human Resources Specialist. To determine if you are qualified for this job, a review of your application and supporting documentation will be made and compared against your responses to the occupational questionnaire. The numeric rating you receive is based on your responses to the questionnaire. The score is a measure of the degree to which your background matches the knowledge, skills, and abilities required of this position. If, after the Human Resources Specialist reviews your resume and/or supporting documentation, a determination is made that the score you have received is not a true reflection of your qualifications and/or experience, your score can and will be adjusted to more accurately reflect the information you provided that support your abilities. Please follow all instructions carefully. Errors or omissions may affect your rating. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

    Veterans Employment Opportunities Act (VEOA):  If you are applying for a VEOA appointment, you must be a veteran and must be honorably separated and either a preference eligible or have substantially completed 3 or more years of active service. ("Active Service" under this law means active duty in a uniformed service and includes full-time training duty, annual training duty, full-time National Guard duty, and attendance, while in the active service, at a school designated as a service school by law or by the Secretary concerned.) A veteran who is released under honorable conditions shortly before completing a 3-year tour is also eligible.

    Noncompetitive Appointment Authorities:  The following links contain information on the eligibility requirements to be considered under a noncompetitive appointing authority:

    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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    Background checks and security clearance

    Security clearance

    Other

    Drug test required

    No

    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process

    Credentialing

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    Required Documents

    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. If you want to receive full credit for relevant experience your resume MUST contain the job title (including the occupational series and grade if it is Federal), duties, starting and ending dates (month and year), hours worked per week, and salary.

      USAJOBS has guidance on how to ensure that you submit a complete resume: If you have not written a Federal resume before, you may watch this Resume Writing Tutorial video on the USAJOBS YouTube channel, or read through a helpful Resume Writing FAQ article on the USAJOBS Help Site to learn what details you should, and should not, include in your resume. If any of the above information is not included in your resume we may not be able to fully credit you for your experience.

    • A copy of your most recent SF-50 which shows your position title, series, grade, step, salary, position occupied, and tenure to verify Time-in-Grade/competitive status. If you have previously held a higher grade and are applying based on that grade you must provide a copy of the SF-50 showing you held the higher grade and/or have promotion potential to the grade being advertised. Do NOT submit award SF-50s.
    • 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.
    • A recent performance evaluation
    • Proof of Veteran's Preference - DD214 (Member 4 Copy) if you are requesting a special appointment authority, such as VRA or VEOA
    • Proof of severe disability if you are requesting special placement consideration.
    • Proof of eligibility for a military spouse appointment, such as a permanent change station military order.
    • Proof of eligibility for any other special appointing authority not specifically mentioned here.

    If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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    Benefits

    The Federal Government offers a comprehensive benefits package. 

    Please see Benefits at https://www.si.edu/OHR/benefits for a complete description.

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    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).
    • You may submit required documents by uploading them online during the application process;
      OR
      You may manually fax required documents. Faxes are received by an automated system, not a physical fax machine. Documents that are faxed as part of the application process must be sent with the system generated cover sheet by the closing date. Documents faxed without the system generated coversheet are not retrievable and cannot be considered as part of the application package.
    • 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.

    Agency contact information

    Jan Williams

    Phone

    202-633-6383

    TDD

    202-633-6409

    Fax

    202-633-6401

    Email

    Willija@si.edu

    Address

    SMITHSONIAN
    Office of Human Resources
    POB 37012, 600 Maryland Avenue, MRC 517
    Suite 5060
    Washington, District of Columbia 20013-7012
    United States
    Learn more about this agency

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

    Next steps

    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 www.sihr.si.edu/jobs.cfm.
    • The Smithsonian does not pay relocation expenses.
    • The Smithsonian embraces diversity and equal employment opportunity (www.si.edu/oeema).

Fair & Transparent

The Federal hiring process is setup to be fair and transparent. Please read the following guidance.

Equal Employment Opportunity Policy

The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy And gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Reasonable Accommodation Policy

Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.

Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:

  • An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
  • An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
  • An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.

You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.

Legal and regulatory guidance

This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/589244700. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.