Support Services Specialist

Washington, D.C
Jul 30, 2021
Aug 07, 2021
Full Time


The primary purpose of this position is to process mail; assist with processing temporary administrative records; fulfillment of supply requests; and perform property movement projects for the Gallery. Incumbent serves as Support Services Specialist and provides logistics support that is related to and in support of the ASD and NGA missions.

Learn more about this agency


The incumbent:
  • Receives, deliver, collect, and sort mail, documents, papers and other materials on an established route and time schedule throughout five Gallery campuses.
  • Pick-up and delivery of mail include collection of incoming, interoffice and other mail on a predetermined route and using vehicle as needed between Gallery campuses and NGA warehouse.
  • Completes mail handling tasks such as rerouting misdirected mail, date stamping, counting mail, screening priority items, preparing and routing control mail, and separating outgoing mail from interoffice and other mail.
  • Reviews and refers misdirected, unaddressed, and undeliverable mail or materials to the Senior Support Services Specialist or Department Supervisor.
  • Receives, accepts, scans, and process accountable mail, packages, and materials received from mail carriers: DHL, United Parcel Service (UPS), Federal Express; and United States Postal Service (USPS) regular, express, registered, certified, and insured; and all other incoming mail distributors.
  • Scans and enters tracking information for incoming accountable mail and uses the Mail Management System (MMS) to receive, track, and deliver mail.
  • Incumbent uses a manifest and handheld tracker to process accountable mail for delivery twice daily. Mail is scanned and identified by the mail carrier, tracking number, mail stop, room number, department or subunit, and recipient or addressee's name.
  • Provides assistance for the preparation, packing, and boxing of temporary administrative records for official storage.
  • Provides NGA record schedule, reviews the paperwork and documentation; pickup and transport records and shredding materials.
  • Resolves discrepancies with record preparation and contacts the Senior Support Services Specialist or Department Supervisor when needed to resolve discrepancies.
  • Pick-up records and transport to the official records storage area designated at the NGA warehouse.
  • Coordinates transport with the Senior Support Services Specialist or Department Supervisor for bulk quantity of records and shredding materials.
  • Assists the Supply Department with fulfillment and delivery of supplies to NGA offices. Fulfillment of supplies may be accomplished by either assisting customers at the NGA supply store or transporting supplies from the NGA warehouse and to NGA offices.
  • Supply requests are documented and receipts are provided to the Supply Department.
  • Assist the Property Department with property movement of materials, furniture, and equipment scheduled to be moved or relocated to the NGA warehouse or to NGA offices.
  • Compiles and prepares administrative reports for supervisor on mail counts, daily processing cost and other mail data, record pickup and processing of official records, and other reports as needed.

Travel Required

Not required

Supervisory status

Promotion Potential


Conditions of Employment

  • Only U.S. citizens may apply for employment consideration.
  • This employer participates in the e-Verify program.
  • Males must abide by Selective Service registration requirements
  • See "Other Information" section regarding Selective Service requirements.
  • All required documents must be submitted by 11:59PM EST on closing date.

Physical Requirements: Work is sedentary when incumbent is performing in support services and administrative assignments. Also, candidate must be able to work on hard surfaces, in tiring and uncomfortable positions, and in areas that require standing, stooping, lifting, walking, and bending when performing mail and records assignments. Frequently lifts and carries items weighing up to 70 pounds.


Candidates must meet the Qualification Standards Handbook for GS-342-6 . This requires at least 1 year of specialized experience equivalent in responsibility to the GS-5 level in the Federal service OR 4 years of education above High School level. Specialized experience includes at least two (2) of the following: 1) being responsible for receiving and processing mail via USPS and commercial carriers such as Federal Express, UPS, and DHL; 2) being responsible for processing administrative records for retention and disposal; 3) being responsible for assisting with supply fulfillment and delivery; and 4) being responsible for assisting with property movement and office relocations.

Those applicants who meet the minimum qualification requirements will be evaluated against these factors to determine the best-qualified candidates:

1. Knowledge of U.S. Postal Service (USPS) requirements and guidelines on processing incoming and outgoing mail, including controlled and permit mail.

2. Knowledge of the principles and practices of processing temporary administrative records in a federal agency.

3. Knowledge and experience applying US Customs requirements for USPS, UPS, FedEx, DHL and other carrier requirements for processing international mail.

4. Skills in using computer software programs (i.e. MS Word, Excel, Access, and Outlook) to create and update reports, extract information, track work orders, to respond to emails, and provide program status updates to the supervisor.

5. Knowledge of basic property movement and office relocation functions as well as knowledge of loading and unloading cargo in a warehouse environment, and o f basic supply fulfillment functions.

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.


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 quality categories are usually defined as "Best Qualified", "Well Qualified", and "Qualified", although they may differ slightly based on individual agency policy. If you are eligible for career transition assistance plans such as ICTAP or CTAP, you must meet the definition of "well qualified" which is defined as having a score of 85 or better.

If you are a Veteran Preference eligible candidate, you will be listed at the top of whichever quality category your rating places you in. CP/CPS veterans are placed at the top of the highest category for all positions except professional and scientific positions at GS-9 and higher.

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 score 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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