Clarification from the agency

Current Smithsonian Institution Internal Employees/Agency Employees Only may apply including current Smithsonian Institution employees with Federal career/career-conditional status or eligibility. More than one selection may be made from this announcement.

The Management Support Specialist provides support for a variety of administrative and operational activities within NMAAHC, including but not limited to programmatic support, procurement, time and attendance, clerical and logistical tasks, and property management.

In this position, you will:

• Serve as the point of contact for T&A in WebTA.

• Participate in periodic property management inventories.

• Assist with arrangements and logistics for Education Department meetings, send appointments and reminders, arrange catering, and prepare rooms. Maintain Education Department museum-wide program calendars and input programs into SI data gathering systems.

• Monitor and support departmental resource accounts, submit requests for timed passes, VIP tours, and parking via online systems for Education Department guests.

• Use a purchase card and verify products or services are received. Obtain information concerning pricing, quantity and availability of goods and services and keep a log of all purchases.

• Reconcile monthly purchase card transactions and statements to submit to the finance department.

• Assist with market research, draft scopes of work, and issue RFPs.

• Prepare purchase order packages and submit contract documentation. Use a tracking system to monitor and provide updates on each procurement.

• Conduct vendor enrollment and ensure that invoices are paid. Process reimbursements, honorariums, and other financial transactions. Serve as the point-of-contact for vendor related financial systems.

• Make flight, hotel, and ground transportation reservations. Research the per diem, as needed.

• Process domestic and foreign travel authorizations and vouchers.

Conditions of employment

• Requires career/career-conditional status or eligibility.
• Males born after 12/31/59 must be registered with Selective Service.

Conditions of Employment

Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met by the closing date of the announcement. 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.

Qualifications

Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service.  For this position, specialized experience is defined as demonstrated experience providing support and coordination for various agency-wide programs to include property management inventory and logistics for tours, visitors and scholars; conducting research on procurement price availability of various vendors and tracking and submitting invoices for payment; and arranging travel itineraries for both internal and external stakeholders and ensuring travel vouchers are submitted and paid.

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: master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related may be substituted for the required experience. 

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.

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.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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 provide administrative support including Web T&A, inventory, managing and maintaining calendars and monitoring project deliverables. 

2. Knowledge of purchasing and procurement processes including credit card transactions/statements, vendor invoicing, RFPs and various financial transactions.

3. Skill managing travel authorizations and vouchers.

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.