This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/463882100. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
This is the position of Administrative Assistant, Sponsored Programs and Procurement (SPP) Department, Smithsonian Astrophysical Observatory (SAO). The Administrative Assistant performs a variety of administrative duties to assist personnel assigned to the Subawards Section and Purchasing Section of the SPP Department.
Learn more about this agency02/07/2017 to 03/24/2017
$36,175 - $47,033 per year
IS 05
1 vacancy in the following location:
Permanent - Indefinite Trust Fund Appointment. This is not a federal position
Full-time - Full Time
05
No
17-31
463882100
Duties include but are not limited to:
1.Maintains Subaward files both paper and electronic which includes setting up files as well as scanning hardcopy documents and filing. Maintains file rooms ensuring sufficient space is available to close each cycle.
2. Prepares internal transmittal documents.
3. Assists in the processing and the preparation of amendments to grants.
4. Downloads invoices from email address, date stamps invoice with date of receipt, and distributes to Grant Specialists for review and approval. Inputs approved invoices for payment in the PeopleSoft ERP system ensuring the drawdown is sent to the correct institution and institutional address.
5. Assists in subgrant closeout. Tracks subawards that are due to expire and initiates reminder notices to be sent to Recipient Institutions and Scientific Investigators. Follows up with notice of closeout if request for extension not received. Reviews subaward files to ensure all documents have been received and are filed under the appropriate tabs. Compares paper file to electronic file and ensures all documents are in the electronic files. Scans missing documents and files them in the electronic files. Downloads financial report for each subaward from the PeopleSoft system. Files closed subawards. Prepares subaward files for archiving at SIA in Washington D.C.
6. Assists in subcontract closeout as needed.
7. Maintains Purchase Order (PO) files, including filing of POs, change orders, and related PO documentation as well as PO file retrievals for audit requests.
8. Performs other duties as required.
Candidates for grade 05 must possess a minimum of one year specialized experience equivalent to at least the grade 04 level in the normal line of progression for this occupation which should demonstrate: knowledge of general administrative procedures and techniques; knowledge of duties, priorities, policies and program goals sufficient to independently perform non-routine assignments; the ability to maintain a filing system and follow archiving procedures; skill in using office equipment; the ability to work as a team member and to follow through independently on assignments.
Or
4 years above high school.
Or
Equivalent combinations of education and experience are qualifying for grade 5.
You will be evaluated for this job based on how well you meet the qualifications above.
You will be evaluated to determine if you meet the minimum qualifications required; and on the extent to which your application shows that you possess the criteria associated with this position as defined below.
Detailed resume.
School transcripts if qualifying by education.
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.
Click on the "Apply Online" button on the upper right side of the page. Please Note:
You will receive an e-mail to acknowledge that your application has been received. Please be aware that the confirmation e-mail could reside in your "junk" or "bulk" mail folder depending on your filters. The Smithsonian receives many applications for each job. Each application is reviewed carefully which may take a few weeks.
Additional Information:
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/463882100. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
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