Management Support Specialist

Full Job Description

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

This position is located in the Office Finance and Administration of the Hirshhorn Museum and Sculpture Garden (HMSG).

HMSG is a leading voice for contemporary art and culture and provides a national platform for the art and artists of our time.

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 role, specialized experience is defined as demonstrated financial, administrative, and procurement experience, including: 1) Ordering a variety of goods and services and entering purchase orders and requisitions into the Enterprise Resource Planning (ERP) system; 2) Submitting invoices for payment and monitoring payment statuses; 3) Maintaining office filing systems; and 4) Processing and tracking financial transactions.

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.

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 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.

In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series 0301 and who are in a Federal competitive appointment 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 Specialist provides comprehensive procurement and administrative support across all HMSG departments.

This role performs a wide range of tasks related to financial management, procurement activities, and a variety of administrative functions necessary to support the general operations, exhibitions, and public programs of HMSG.

In this position, you will: Support museum procurement by preparing purchase orders, requisitions, and entering them into financial and Enterprise Resource Planning (ERP).

Order a variety of goods and services including office supplies, services, travels, and conferences. Track deliveries, arrange for receipt documentation, and monitor payment status.

Monitor income and expenditures from a wide variety of federal and/or trust funds including reconciling central SI reports with unit records and resolving any discrepancies.

Provide comprehensive office support by serving as the department timekeeper, preparing requests for building services, reviewing travel authorizations for compliance, and independently monitoring the status of various projects, correspondence, and administrative requests.