Management Support Assistant (Pathways Recent Graduates)

Washington, D.C
Jul 17, 2019
Jul 24, 2019
Full Time


The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."

Applicants must be available to work in Washington, DC for a specific period of time or work hours.

Learn more about this agency


As a participant in the Pathways Recent Graduates Program, you will receive both formal and on-the-job training to develop the required knowledge and skill to successfully perform the duties of the position. The incumbent:
  • Tracks income and expenditures from a variety of federal and/or trust funds. Prepares and tracks forms for billing, receiving, depositing and/or transferring funds.
  • Orders a variety of goods and services including office or lab supplies, performers, honoraria, custom goods or services (such as design, production), or conference services. Assists with coordination and submission of contract request and documentation.
  • Photocopies, scans or fax documents. Serves as timekeeper for the organization or unit, monitoring and coordinating the timely and accurate submission of Time and Attendance (T&A) records and serving as primary liaison to Payroll.
  • Prepares materials such as correspondence, reports and briefing slides using a variety of office software. Ensures accurate transcription and proper grammar and spelling.
  • Assists staff members by responding to telephone calls. Advises all staff members of T&A instructions and change and may be required to present information publically in a staff meeting.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • Pass Pre-employment Background Investigation
  • May need to complete a Probationary Period
  • Maintain a Bank Account for Direct Deposit/Electronic Transfer
  • Males born after 12/31/59 must be registered with Selective Service.

Successful applicants are placed in a 1-year developmental program at the GS-6 level with the potential to lead to a civil service career in the Federal Government. At the successful conclusion of this program you may be eligible for non-competitive conversion to a Federal career or career-conditional position (promotion potential to GS-7).

Program Requirements: You must have obtained a qualifying Associate's, Bachelor's, Master's, Professional, Doctorate, Vocational or Technical degree or certificate from a qualifying educational institution within the previous 2 years. Veterans (precluded from applying due to military service) must be appointed within 6 years of receiving their degree or certificate.

Qualification requirements must be met within 30 days of the job announcement closing date.



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 or comparable pay band system. For this position specialized experience is defined as responding to inquiries both verbally and in writing, arranging meetings, reviewing correspondence for grammar, establishing and maintaining files/records, using different office automation software (i.e., word processing, spreadsheets, and electronic mail); conducting inventory of equipment, keeping time and attendance records, and entering in a variety of information into an electronic database.

Or Education:

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


Additional information

Flexible Spending Accounts -

Health Insurance -

Leave -

Life Insurance -

Long Term Care Insurance -

Retirement Program -


Program participants MAY be converted (without a break in service) to a term, career, or career conditional appointment upon completion of program requirements.

To be eligible for conversion, Recent Graduates must:

• Complete one continuous year of work experience acquired through a Recent Graduate Program.
• Complete 40 hours of formal interactive training.
• Meet the qualification standards for the position to which the Recent Graduate will be converted.
• Meet any agency-specific requirements specified in the Participant Agreement.
• Demonstrate successful job performance that results in a rating of record of at least Fully Successful and a recommendation for conversion by the first-level supervisor.

How You Will Be Evaluated

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

Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:
  • Knowledge of administrative and financial recordkeeping.
  • Knowledge of basic procurement processes to obtain and monitor the use of services, supplies and equipment, as well as to assist with coordination and submission of contract request and documentation.
  • Skill in office support functions such as data entry, filing, timekeeping, scheduling, phone and mail handling and reception duties.
  • Skill in correspondence preparation, reports or other written material.
  • Skill in oral communication to advise staff on requirements and procedures and to assist the general public.

Applicants who meet or exceed minimum qualifications will be assigned to one of three category groups based on job-related criteria:

Best Category - Meets the minimum qualification requirements and excels in most of the job related competencies above.

Better Category - Meets the minimum qualification requirements and satisfies most of the job related competencies above.

Good Category - Meets the minimum qualification requirements, but does not satisfy most of the job related competencies above to a substantive degree.

This category rating process does not add veterans' preference points or apply the "rule of three", but protects the rights of veterans by placing them ahead of non-preference eligibles within each category. A selecting official may make selections from the highest quality category (Best Category) provided no preference eligible in that category is passed over to select a non-preference eligible in that category unless the requirements of 5 U.S.C. 3317(b) or 3318(b) are satisfied. Preference eligibles who meet minimum qualification requirements and who have a compensable service-connected disability of at least 10 percent must be listed in the highest quality category, except when the position being filled is scientific or professional at the GS-9 grade level or higher. Applicants who have not submitted a resume in the USAjobs system and/or have not answered all of the vacancy questions will not be considered for this position.

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. 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.

Important Note: Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should provide sufficient information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required

Required Documents

Your application package should include the following documents:
  • Resume - Your resume can be uploaded and attached to your application or created using the USA Jobs on-line resume builder. If you want to receive full credit for relevant experience your resume MUST contain the job title (including the occupational series and grade if it is Federal), duties, starting and ending dates (month and year), hours worked per week, and salary.

    USAJOBS has guidance on how to ensure that you submit a complete resume: If you have not written a Federal resume before, you may watch this Resume Writing Tutorial video on the USAJOBS YouTube channel , or read through a helpful Resume Writing FAQ article on the USAJOBS Help Site to learn what details you should, and should not, include in your resume. If any of the above information is not included in your resume we may not be able to fully credit you for your experience.
  • Proof of Veteran's Preference - DD214 (Member 4 Copy), if you are a veteran. Additionally, applicants claiming 10-point preference must complete Standard Form (SF) 15, Application for 10-Point Veteran Preference, as well as additional documentation required by the SF-15, such as a VA letter.
  • Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.
  • Proof of U.S. accreditation for foreign study, if applicable.

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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