Publishing Assistant

Washington, D.C
May 01, 2021
May 09, 2021
Full Time


This position is located in the office of Content Strategy, Publishing, and Branding within the Division of External Affairs and Audience Engagement. The purpose of the position is to serve as office manager and budget coordinator, providing administrative and business operations assistance to the Publisher/Editor in Chief.

Learn more about this agency


The incumbent:

Serves as budget coordinator for the division. Creates annual departmental operations budgets. Manages purchase cards. Provides up-to-date information to the general accounting office. Tracks available funding and spending from grants, endowments, and other private funding sources available for XCS use. Pays bills and issues invoices as needed.

Manages office supplies and equipment needs, including computer hardware and software. Responsible for overall computer management, inventory, needs assessment, assembly of technical specifications. Ensures that proper equipment maintenance schedules observed. Recommends staff training; manages software updates/migration and implementation in office; monitors and maintains public drive organization, storage, and usage. Manages inventory and on-site and off-site storage of printed books and collateral.

Maintains follow-up contact with co-publishing and distribution partners, museum partners, and third-party software development partners regarding financial and contractual obligations, such as royalties, purchases, consignments of inventory, and other publishing agreement terms. Provides up-to-date information to the general accounting office with regard to quantities of books published and shipped and software services delivered; keep files on all royalty contracts and statements. Manages inventory and on-site and off-site storage of printed books and collateral. Packs and sends materials, including but not limited to books, for shipment. Composes and signs routine correspondence in supervisor's name or in own name.

Assists with appointments, presentations, and general division management. Maintains supervisor's schedule and coordinates materials from other XCS staff members and other Gallery departments for supervisor's review. Assists the Editor in Chief with preparing reports and slides in Word, Excel, PowerPoint, and/or Keynote. Makes travel arrangements, relays information to travelers, and prepares various authorizations, reservations, vouchers, and reports.

Coordinates personnel matters for the XCS division. Supports hiring needs, retirement, and status changes. Serves as staff liaison for administrative policy announcements and reminders. Prepares descriptions, vacancy announcements, performance plans; oversees performance appraisal process; Oversees the staff's correct and timely use of the WebTA time and attendance system.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • You must be a United States Citizen.
  • Subject to a background/suitability investigation.
  • Designated and/or random drug testing may be required.
  • Selective Service Registration is required for males born after 12/31/1959.
  • Time-in-Grade must be met by closing date of announcement.

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: The work is primarily sedentary. The incumbent may frequently walk to other offices in the East and West Buildings.

The National Gallery of Art provides reasonable accommodation to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify us. The decision on granting reasonable accommodation will be made on a case-by-case basis.


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.

Specialized Experience Statement:

GS-11 : Candidates must possess at least one year of specialized experience, equivalent in responsibility to the GS-9 level in the Federal service, managing an office budget with multiple funding streams.

GS-9: Candidates must possess at least one year of specialized experience, equivalent in responsibility to the GS-7 level in the Federal service, managing an office budget with multiple funding streams.

Other Relevant Eligibility Criteria : None

Candidates must reflect in their submitted USAJOBS resume the possession of this specialized experience. If their resume does not include such specialized experience, they will be ineligible for this position. Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates.

Candidates should ensure their resume and submitted materials clearly demonstrate possession of these factors to receive maximum employment consideration.
  • Ability to manage financial and budget matters.
  • Skill in managing clerical matters for an office.
  • Ability to manage records, reports and contractual obligations.
  • Skill in managing office workflow.
  • Knowledge of human resources concepts and practices.

Time-in-Grade: Current Federal employees must meet time-in-grade requirements by the closing date of this announcement to receive consideration under merit promotion procedures.

CTAP/ICTAP candidates: To be considered "well qualified" you must meet all of the requirements as described in this section.

You must meet all qualifications and eligibility requirements by the closing date of this announcement.


EDUCATION: Are you using education to qualify?

This position doesn't have a positive education requirement, you may submit copies of your transcripts or a course listing. You must provide documentation supporting your education claims.

Education must be obtained from an accredited institution recognized by the U.S. Department of Education.

Foreign education must be reviewed by an organization recognized by the U.S. Department of Education. For special instructions pertaining to foreign education and a list of organizations that can evaluate foreign education, see the Department of Education website .

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.

The National Gallery of Art uses an application tracking system to evaluate the responses you provide in the applicant assessment questionnaire to determine if you meet the minimum qualification requirements of this position. Then, the HR Office and/or Subject Matter Expert (SME) will conduct a quality review of your application and supporting documentation to determine if your qualifications meet the criteria for referral to the selecting official.

We will also verify whether you are eligible for merit promotion by reviewing your previous Federal employment to ensure you meet Time-in-Grade requirements. If you are eligible to apply to Merit Promotion announcements based on Veteran or other non-competitive statuses, we will verify your supporting documentation prior to referral.

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

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process

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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