Management Support Specialist (Procurement and Finance)

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 Registrar's Office, Smithsonian American Art Museum, (SAAM).

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 reviewing and recording financial transactions and codes; preparing or reviewing purchase orders or contracts according to the Federal Acquisition Regulations or within a similar highly structured organization; preparing reference or training materials and advising staff on administrative procedures.

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 related to the position 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 (301) 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 Specialist will be knowledgeable of Intellectual Property (IP) issues and the proper use of rights-indata clauses to include providing support with regard to procurement, timekeeping, travel preparation, budget and revenue tracking, as well as assisting Registration staff in a range of other areas.

In this position, you will: Support procurement by preparing purchase orders and requisitions, and entering them into ERP; acting as p-cardholder; and reviewing transactions, reconciling for completeness and compliance.

Order a variety of goods including office supplies and collections supplies. Purchase shipping, crating, and art handling services.

Track delivery, arrange for receipt documentation, and monitor payment status.

Track income and expenditures from a wide variety of federal and/or trust funds; prepare reports on funds obligated on purchase orders, travel authorizations, and contracts.

Serve as timekeeper for the department, prepare administrative forms, prepare and review travel authorizations for compliance with SAAM/SI travel policies, regulations, and procedures, and independently track status of a variety of projects, correspondence, and requests.

Train and coach department staff with procurement responsibilities on proper methods, documentation, and financial coding/budget tracking.