Management Support Assistant

Full Job Description

The Smithsonian Institution is the world's largest museum, education, and research complex, with 21 museums and the National Zoo.

The position is located in Facilities Management, Smithsonian Institution, within the Office of the Director, Office of Business Administration & Technical Services, Office of Safety & Health and Environmental Management, Smithsonian Gardens, Office of Emergency Management, Office of Planning & Design and Construction, Office of Facilities Management & Reliability.

Experience: For the GS-6 you qualify for this position if you have one year of specialized experience equivalent to at least the GS-5 level in the Federal Service.

For the GS-7 you qualify for this position if you have one year of specialized experience equivalent to at least the GS-6 level in the Federal Service.

For the GS-6 position, specialized experience is defined as receiving, screening, referring visitors/phone calls; responding to inquiries both verbally and in writing; coordinating meetings; reviewing correspondence for grammar, spelling punctuation, format; establishing and maintaining office files and records; typing a variety of products such as memos and forms; conducting inventory of supplies; and requesting office equipment repair.

For the GS-7 position, specialized experience is defined as responding to inquiries both verbally and inwriting; coordinating meetings and schedules; reviewing and editing correspondence for grammar, spelling, punctuation, format; establishing and maintaining office files and records; utilizing office automation software such as word processing, spreadsheets, and electronic mail; conducting supply inventories; maintaining time and attendance records; and entering data into electronic systems or databases.

Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position.

Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience.

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. Education Requirements: Education is generally not applicable for the substitution of the one year of specialized experience.

However, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.

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.

In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series 0303 and who are in a Federal competitive as this advertised position, are not required to submit a transcript with your application package.

However, if selected, you will be required to provide a copy of your transcript before your start date in the position.

Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).

Major Duties:

The Management Support Assistant is responsible for financial tracking & processing, procurement, travel management, general office support, time and attendance, and document preparation.

In this position, you will: Assist members of the staff with various aspects of office administration. Maintain office files and locate material as requested.

Determine needed services support and initiate appropriate actions. Prepare a wide variety of documents such as official correspondence, internal memoranda, reports, charts, graphs, calendars, etc.

Receive calls and visitors to the office and direct them to staff members or to others as the situation warrants.

Apply a sound knowledge of office functions and staff responsibilities in determining referrals.