Management Support Specialist
What you'd do
The Smithsonian Institution is the world's largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located within the Finance office, Office of Museum Operations, National Museum of American History (NMAH). NMAH is home to more than 1.8 million objects and more than three shelf-miles of archival collections, preserving and sharing the greatest single collection of American history in the world.
Major duties
The Management Support Specialist is primarily responsible for procurement and financial processing and supports museum staff in a wide range of other management areas. In this position, you will: GS-09: Ensure the effective, prompt and policy-compliant procurement of goods and services through the use of purchase orders, purchase cards, online travel tools, miscellaneous reimbursement and inter-unit transfer procedures. Record transactions and reconcile financial records by comparing transactions in multiple tracking systems (SI ERP, cuff records, office or project spreadsheets) to verify accuracy of entries and monitor funds expenditure. Gather necessary supporting data and present recommendations to the supervisor and senior management for approval. GS-11: Serve as the Museum's subject matter expert on procurement and travel, reviewing transactions for adequacy, completeness, appropriateness, and accurate financial coding to ensure compliance with applicable policies and procedures. Manage the recording and reconciliation of financial transactions by reviewing and comparing data across multiple tracking systems (SI ERP, cuff records, office or project spreadsheets) to ensure accuracy, completeness, and proper fund accountability. Contribute to the ongoing development and enhancement of automated financial tracking systems by evaluating software solutions and identifying options that best meet Museum business and operational needs. Assist in training junior staff on system structure and capabilities and recommend process improvements and revised procedures to increase efficiency and accuracy.
What you need to qualify
Qualifications: GS:09: 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 1.) Processing purchase orders and purchase card transactions; 2.) Applying procurement regulations, policies, and best practices when purchasing goods and services; and 3.) Providing proactive customer service. 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. 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. GS-11: Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-09 level in the Federal Service. For this position, specialized experience is defined as 1.) Processing purchase orders and purchase card transactions; 2.) Providing guidance to management and staff on procurement regulations, policies, and best practices; and 3.) Preparing and analyzing financial reports to review outstanding commitments and recommend actions. Or Education: Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. 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. 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. 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 (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).
Before you apply
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