Management Support Assistant

Employer
USAJobs
Location
District of Columbia, D.C
Posted
Jul 30, 2021
Closes
Aug 05, 2021
Hours
Full Time
Duties

Summary

The incumbent(s) for this position serves under the general supervision of the Museum Building Manager, Supervisory Transportation Specialist in the Office of Facilities Management and Reliability or Administrative Services Specialist of Smithsonian Gardens. The employee is responsible for providing a variety of clerical and administrative support.

Learn more about this agency

Responsibilities

  • 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; and compiles a variety of regular reports and assists with compiling of non-routine reports or lists for supervisor and/or other staff members.
  • 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 requests and documentation.
  • Makes travel arrangements including booking hotels, transportation tickets, and rental cars; prepares travel authorizations and vouchers in on-line system and obtains necessary approvals.
  • Assists staff members by responding to telephone calls, emails and visitors; receives, opens, and distributes mail, responding personally when possible or determining routing based on knowledge of office programs; and schedules meetings and maintains calendars for supervisor and other staff.


Travel Required

Not required

Supervisory status
No

Promotion Potential
07

Requirements

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.


ATTENTION: Due to the large number of qualified applicants for positions of this type, this job announcement will close at 11:59 pm Eastern Time on either: (A) The closing date listed above or (B) The date that 100 applications are received; whichever occurs first. If the announcement closes on the date that 100 applications are received, all applications submitted by 11:59pm that day will be given consideration, including those in excess of 100.

We encourage applicants to apply as soon as possible to ensure their applications are submitted before the announcement closes. We will not consider applications which are late due to the announcement closing once the above number of applications is reached.


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

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at http://www.opm.gov/qualifications.

Qualifications

Experience: 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.

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.

Education

Education is generally not applicable for the substitution of the 1 year of specialized experience. However, 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 - https://www.fsafeds.com/
Health Insurance - http://www.opm.gov/insure/health/index.asp
Leave - http://www.opm.gov/oca/leave/index.asp
Life Insurance - http://www.opm.gov/insure/life/index.asp
Long Term Care Insurance - http://www.ltcfeds.com
Retirement Program - https://www.opm.gov/retirement-services/

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 and reconciling financial records.
  • Knowledge of basic procurement processes to obtain and monitor the use of services, supplies and equipment as well as 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 written communications to prepare materials such as correspondence, reports and briefing slides.
  • Skill in oral communications to assist staff members by responding to calls and answering basic questions.

  • BASIS OF RATING: Once the announcement closes, your application will be automatically evaluated and rated by the system and a Human Resources Specialist. To determine if you are qualified for this job, a review of your application and supporting documentation will be made and compared against your responses to the occupational questionnaire. The numeric rating you receive is based on your responses to the questionnaire. The score is a measure of the degree to which your background matches the knowledge, skills, and abilities required of this position. If, after the Human Resources Specialist reviews your resume and/or supporting documentation, a determination is made that the score you have received is not a true reflection of your qualifications and/or experience, your score can and will be adjusted to more accurately reflect the information you provided that support your abilities. Please follow all instructions carefully. Errors or omissions may affect your rating. Your resume should provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

    Veterans Employment Opportunities Act (VEOA): If you are applying for a VEOA appointment, you must be a veteran and must be honorably separated and either a preference eligible or have substantially completed 3 or more years of active service. ("Active Service" under this law means active duty in a uniformed service and includes full-time training duty, annual training duty, full-time National Guard duty, and attendance, while in the active service, at a school designated as a service school by law or by the Secretary concerned.) A veteran who is released under honorable conditions shortly before completing a 3-year tour is also eligible.

    Noncompetitive Appointment Authorities: The following links contain information on the eligibility requirements to be considered under a noncompetitive appointing authority:
    • Primary Appointing Authorities for Career and Career-Conditional Appointments
    • Hiring Authorities for Veterans
    • People with Disabilities

    To preview questions please click here .

    Background checks and security clearance

    Security clearance
    Other

    Drug test required
    No

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

    Trust determination process
    Credentialing

    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.
    • A copy of your most recent SF-50 which shows your position title, series, grade, step, salary, position occupied, and tenure to verify Time-in-Grade/competitive status. If you have previously held a higher grade and are applying based on that grade you must provide a copy of the SF-50 showing you held the higher grade and/or have promotion potential to the grade being advertised. Do NOT submit award SF-50s.
    • 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.
    • A recent performance evaluation
    • Proof of Veteran's Preference - DD214 (Member 4 Copy) if you are requesting a special appointment authority, such as VRA or VEOA
    • Proof of severe disability if you are requesting special placement consideration.
    • Proof of eligibility for a military spouse appointment, such as a permanent change station military order.
    • Proof of eligibility for any other special appointing authority not specifically mentioned here


    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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