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    This position is located in Smithsonian Institution, (SI), Office of the Chief Information Officer (OCIO), Office of System Modernization, Collections System Division, Libraries and Archives System Support Branch. This position leads a small team in support of the Division's Library and Archives System Support Branch.

    Learn more about this agency


    As the IT Specialist, the incumbent would be responsible for the following duties: 

    • Provides IT project management, archival metadata architecture, integration and transformation services including data and workflow analysis, design, and support for system and data integrations among: ArchivesSpace, Horizon, Digital Asset Management System[s] and other archival / CIS systems.

    • Serves as an in-house subject matter expert & authority on both encoded archival description (EAD) and encoded archival context - corporate bodies, persons, and families (EAC-CPF) standards, providing clear guidance and enforcement to all Smithsonian archival metadata quality and standards implementations. 

    • Performs process and data analysis and data transformation, defines requirements and provides project management for the development and documentation of fully automated archival workflows with digital archival objects applying knowledge of cataloging standards, data formats and rules such as EAD, MARC and MARC XML, AACR2 and DACS.
    • Performs analysis on schemas and data mapping and transformation from multiple data sources and programs.  Implements data transformation for multiple data types including EAD XML and MARC XML documents, and troubleshoots problems using xQuery, XSLT, SQL, Python, and OpenRefine technologies in Linux and Windows environments.

    • Performs data management with a focus on Library and Archives (SLA) collection management systems data structures and custom-developed software [including] Highly specialized requirements definition, System data and process analysis, Product evaluation, testing and implementation, Custom solution development, testing and implementation, Workflow development, system administration, maintenance, training, troubleshooting, and reporting activities.


    Travel Required

    Not required

    Supervisory status


    Promotion Potential


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    Conditions Of Employment

    • Pass Pre-employment Background Investigation
    • May need to complete a Probationary Period
    • Maintain a Bank Account for Direct Deposit/Electronic Transfer
    • Males born after 12/31/59 must be registered with Selective Service.

    Qualification requirements 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.


    Experience: You qualify for this job if you have one year of full-time experience at the GS-12 grade level in the Federal Service or comparable pay band system that is close or similar to the work of the position.  For this position specialized experience is defined as experience serving as senior information technology specialist on data management projects in a library, archive, museum, & research center environment or similar historical or cultural institution setting using applications and technologies for cataloging of the organization’s collections, including ArchivesSpace and writing custom scripts to modify and validate data ingests and exports in EAD format against custom specifications.

    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.

    In addition to meeting the Specialized Experience for all positions individuals must have related experience demonstrating each of the four competencies listed below:

    1. Attention to Detail:  Is thorough when performing work and conscientious about attending to detail.
    2. Customer Service: Anticipates and meets the needs of both internal and external business partners and customers (any individuals who use or receive the services or products that your work unity produces including the general public, individuals who work in the agency, other agencies, or organizations outside the Government).  Provides information or assistance. Delivers high-quality products and services; is committed to continuous improvement.  Effectively manages customer relationships.
    3. Oral Communication:  Makes clear and convincing oral presentations to individuals and groups. Listens effectively; clarifies information, as needed.  Speaks and writes in a clear, concise, organized, and convincing manner that is appropriate to the audience.  Facilitates an open exchange of ideas to ensure all group input is considered.  Handles technical, sensitive, or controversial topics with agility involving executives/managers as appropriate.
    4. Problem Solving: Identifies and analyzes problems, weighs relevance and accuracy of information, generates and evaluates alternative solutions, and makes sound recommendations.

    The employing agency is responsible for identifying the specific level of proficiency required for each competency at each grade level based on the requirements of the position being filled.

    In the Basic requirement questions section below you will have an opportunity to prepare narrative relating to your IT experience which demonstrates each of the four competencies (Attention to Detail, Customer Service, Oral Communication, and Problem Solving).


    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:

    • Mastery of and skill in managing short- and long-term, complex multi-phase library, archives and museum collections management IT projects with a focus on ArchivesSpace and SirsiDynix Horizon. This includes: project planning with internal and external stakeholders; managing project workflows; performing requirements gathering; writing request for proposals; preparing statements of work for contractors and evaluating vendor performance.

    • Mastery of and skill in applying EAD and EAC-CPF standards, demonstrated by experience leading EAD and EAC Implementation.  This includes experience providing guidance to standardize EAD document creation for a consortium-like library or archival organization.

    • Mastery of and skill in applying EAD and MARC formats and AACR2 and DACS cataloging rules.  This includes expertise in using LCSH, AAT, ULAN and VIAF electronic record and metadata standards for vocabulary control projects.
    • Skill in using oXygen XML editor to support ad hoc EAD and EAC XML document formats.  This includes knowledge and use of xQuery, XSLT, SQL, Python and OpenRefine for data transformation of multiple data types including but not limited to EAD XML and MARC XML documents and working in Linux environments using terminal emulators such as PuTTY and shell commandss.

    • A broad, general knowledge of system architecture, operating systems, computer networking, database and software tools and techniques.  Mastery of and skill in performing technical evaluation studies and technical reviews of both commercial off-the-shelf and custom-developed technologies using software development concepts and techniques including SDLCM theory and practices and quality assurance techniques.

    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.

    To preview questions please click here.

    Background checks and security clearance

    Security clearance


    Drug test required


    Position sensitivity and risk

    Non-sensitive (NS)/Low Risk

    Trust determination process


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    Required Documents

    Your application package should include the following documents:

    • 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.
    • Most current Performance Appraisal.

    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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    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 www.sihr.si.edu 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

    HR Specialist










    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 but recruitment incentives may be authorized.
    • 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/597049400. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.