IT Specialist (Data Management)

1 day left

Washington, D.C
Jun 13, 2019
Jun 21, 2019
IT, Management
Full Time


This position located within the Office of the Deputy Director (DD), Conservation Division (DCL), of the National Gallery of Art. The incumbent reports to a department head within DCL, providing access to digital records to aid in the examination and treatment of works of art, and to oversee a variety of outreach initiatives and provide access to legacy information housed in database management systems.

Learn more about this agency


The incumbent:

This position is responsible for coordinating the Conservation Division's document management system (DMS) that is the underpinning for many integrated business practices relating to the care and scholarly research related to the collection. The DMS is a major component of the Conservation Division's mandate to preserve a record of the treatments performed on works of art under in the Gallery's care. This position supports the ongoing maintenance of the DMS by managing the day-to-day use and long-term systems goals.

DMS Administration

Supports and advises the Conservation Administrator in managing all aspects of the division's DMS. Coordinates ongoing data integrity of the system, prepares for and implements system customization to meet departmental needs, serves as representative of the division related to external DMS adopters inquiries, provides input and service to any governance group that may be initiated for DMS sustainability. Verifies data ownership, retrieval, and modification rights for users. Monitors data integrity. Creates and modifies reports based on staff requests and project needs. Trains employees who use DMS. Undertakes projects to expand or improve DMS in collaboration with internal staff or external contractors. Periodically reports on system operations, including end user usage and data storage. Undertakes projects to maintain and catalogue legacy data and documents.

Digital Outreach Programs

Provides the division with coordination of website-based outreach to share the work performed by the staff. Oversees the creation of website pages for conservation projects and related work of the division using digital documents and images generated by the staff. Coordinates and secures clearance for all conservation web content before publication, including permissions, submission of content for publications department editing and final checks of text and images prior to placement on the Gallery's website. Participates in content planning meetings to provide an overview of the need to add, revise and keep content fresh and relevant to encourage visitor interest in the division's website entries.

Database/Records Management

Oversees the division's need as related to the Gallery's efforts to provide enterprise wide database management software to meet the data storage and retrieval needs of the staff. Handles the integration and update of the department's valuable and mission critical database content to assure the system architecture is compatible and up to date with whatever the Gallery's enterprise database software is offered for staff use. Responsible for the functionality of the division's financial tracking system, art materials collection inventory system, departmental work tracking systems and administrative databases used to collect and report on staff activities. Assists department staff in constructing and testing custom applications that support individualized needs.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a U.S. citizen to apply for this job.
  • Subject to a background/suitability investigation.
  • Selective Service Registration is required for males born after 12/31/1959.

Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity. 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). Your resume must include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week.

Physical Requirements: There are no unusual physical demands. The work is performed in a normal office environment.


Applicants must have a minimum of one year of specialized experience at a level of difficulty and responsibility comparable to the next lower grade or comparable pay band in the Federal service or equivalent experience in the private sector.

For this position specialized experience is one year experience equivalent to the GS-9 grade level or comparable pay band in the Federal service providing access to digital records to aid in the examination and treatment of works of art in a museum or cultural institution. A combination of experience and education are qualifying factors.

Other Relevant Criteria:

Master's degree or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to a master's degree or equivalent graduate degree.

Your application and resume must demonstrate that you possess the following knowledge, skills and abilities (KSAs). Do not provide a separate narrative written statement. Rather, you must show in your resume; how your past work experience demonstrates that you possess the KSAs identified below. If asked to do so, cite specific examples of employment or experience contained in your resume and describe how this experience has prepared you to successfully perform the duties of this position. DO NOT write "see resume" in your application! Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates.
  • Knowledge of document management systems and information system development.
  • Knowledge in the fundamentals of relational/semantic database management systems and website authoring.
  • Knowledge of art history and museum data standards.
  • Ability to train users and write training materials.
  • Excellent verbal, written and spoken skills.

GS-5 through GS-15 (or equivalent): For all positions individuals must have IT-related experience demonstrating each of the four competencies listed below. The employing agency is responsible for identifying the specific level of proficiency required for each competency at each grade level based on the requirements of the position being filled.
  • Attention to Detail - Is thorough when performing work and conscientious about attending to detail.
  • Customer Service - Works with clients and customers (that is, any individuals who use or receive the services or products that your work unit produces, including the general public, individuals who work in the agency, other agencies, or organizations outside the Government) to assess their needs, provide information or assistance, resolve their problems, or satisfy their expectations; knows about available products and services; is committed to providing quality products and services.
  • Oral Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing oral presentations; listens to others, attends to nonverbal cues, and responds appropriately.
  • Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations.

  • Education

    This position has an education requirement. You are strongly encouraged to submit a copy of your transcripts (or a list of your courses including titles, credit hours completed and grades). Unofficial transcripts will be accepted in the application package. Official transcripts will be required from all selectees prior to receiving an official offer. Click here for information on Foreign Education .

    Education: All academic degrees and coursework must be from accredited or pre-accredited institutions.

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    Undergraduate or Graduate Education: Degree in computer science, engineering, information science, information systems management, mathematics, operations research, statistics, or technology management or degree that provided a minimum of 24 semester hours in one or more of the fields identified above and required the development or adaptation of applications, systems or networks.


    Additional information

    • The National Gallery of Art fosters a diverse and inclusive workplace and is an Equal Opportunity Employer.

      • More than one selection may be made from this vacancy announcement.

      • Some positions may require completion of a probationary period of up to 1 (one) year.


      • All males born after December 31st 1959 must abide by laws regarding Selective Service registration. To learn more about this law, visit the Selective Service web page, Who Must Register . If you are not registered and don't have an approved exemption, you will not be eligible for employment with the Federal government.

      EEO Policy:

      Reasonable Accommodation Policy:

      Veterans Information:

      Selective Service Registration:

    How You Will Be Evaluated

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

    Best-qualified candidates will be determined by their personal, educational and work experience indicated in your resume and in their supplemental information relative to the factors listed above.

    If your resume is incomplete or does not support the responses you provided in your online questionnaire, or if you fail to submit all required documentation before the vacancy closes, you may be rated 'ineligible', 'not qualified', or your evaluation rating may be adjusted accordingly.

    To preview questions please click here .

    Background checks and security clearance

    Security clearance

    Drug test required

    Required Documents

    Please carefully review the following list to determine what documentation you need to submit.

    Some documents may not apply to all applicants. If you are unsure, click the link for each document type to read more.

    ALL APPLICANTS: You must submit a resume supporting your specialized experience and responses to the online questionnaire.
    • Your resume should list all work experience (paid and unpaid); you should list the full name and address of the each employer.
    • Your experience listing should show the start and end dates (include month, day, and year); you must also list the average number of hours per week that you worked.
    • Your resume should also include any education and training you have completed (list the program title, subject area, number of hours completed, and completion date).
    • For more information about what to include in your resume, please view this USAJOBS Resume Tutorial video on YouTube.
    • It is important that your resume is complete and thorough. If any of the above information is not included in your resume, we may not be able to fully credit you for your experience.
    If specific educational requirements are indicated for this vacancy: Documentation verifying your educational claims which can include unofficial transcripts or any report listing institution, course title, credits earned and final grade. Please see the Education section for more information.

    Current and former Federal employees: Most recent SF-50 (Standard Form 50 - Notice of Personnel Action).

    To properly verify status eligibility, your SF-50 must show the following. If you do not submit an appropriate SF-50, we cannot verify your status eligibility!
  • Full position title;
  • appointment type;
  • occupational series;
  • pay plan, grade, and step;
  • tenure code; and
  • service computation date (SCD).
  • Displaced Federal employees: To be considered CTAP/ICTAP eligible, you must submit documentation verifying your involuntary separation and CTAP/ICTAP status. Please see the OPM Guide to Career Transition for more information.

    Veterans: Veteran eligibility documentation (DD-214, VA Letter, Standard Form (SF) 15 as applicable). Please note: If you are a veteran who has not yet been discharged, you may provide a statement of intent to discharge from your agency which will allow you to apply under the (Veterans Opportunity to Work) VOW to Hire Heroes Act of 2011 .

    Persons with Disabilities: Individuals with intellectual disabilities, severe physical disabilities, or psychiatric disabilities may apply for appointment through the Schedule A hiring authority. Certified verification of a disability from a licensed medical professional; a licensed vocational rehabilitation specialist; or any Federal, state, or District of Columbia agency or U.S. territory that issues or provides disability benefits is required.

    If you are relying on your education to meet qualification requirements:

    Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

    Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
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