Management Support Specialist

Summary The Smithsonian Institution is the world's largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in Education Department in the National Museum of African American History and Culture (NMAAHC). The National Museum of African American History and Culture is a national museum for the study and exhibition of African American history and culture. Responsibilities The Management Support Specialist provides support for a variety of administrative and operational activities with NMAAHC, including but not limited to programmatic support, procurement, time and attendance, clerical and logistical tasks, and property management. In this position, you will: Serve as the point of contact for T&A in WebTA. Participates in periodic property management inventories. Assists with arrangements and logistics for Education Department meetings, sends appointments and reminders, arranges catering, and prepares rooms. Maintains Education Department museumwide program calendars and input programs into SI data gathering systems. Monitors and supports departmental resource accounts. Submits requests for timed passes, VIP tours, and parking via online systems for Education Department guests. Uses a purchase card and verifies products or services are received. Obtains information concerning pricing, quantity and availability of goods and services and keeps a log of all purchases. Reconciles monthly purchase card transactions and statements to submit to the finance department. Assists with market research, drafting scopes of work, and issuing RFPs. Prepares purchase order packages and submits contract documentation. Uses a tracking system to monitor and provide updates on each procurement. Conducts vendor enrollment and ensures that invoices are paid. Processes reimbursements, honorariums, and other financial transactions. Serves as the point-of-contact for vendor related financial systems. Makes flight, hotel, and ground transportation reservations. Researches the per diem, as needed. Processes domestic and foreign travel authorizations and vouchers. Requirements Conditions of Employment Requires career/career-conditional status or eligibility. Males born after 12/31/59 must be registered with Selective Service. Conditions of Employment Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information. For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website. Qualifications Experience: You qualify for this position if you possess one year of specialized experience equivalent to at least the GS-7 level in the Federal service or comparable pay band system. For this position, specialized experience is defined as demonstrated experience providing support and coordination for various agency-wide programs to include property management inventory and logistics for tours, visitors and scholars; conduct research on procurement price availability of various vendors and track and submit invoices for payment and; arrange travel itineraries for both internal and external stakeholders and ensure travel vouchers are submitted and paid. Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position. Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience. 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. Or Education: Master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related may be substituted for the required experience. 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. 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. Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying). Education There are no education requirements for this position. Additional Information This position is included in the bargaining unit. Recruitment Incentive: Recruitment incentive(s) may be authorized for this position. However, approval for incentives are contingent upon various availability. If authorized, certain incentives will require the incumbent to sign a service agreement to remain in the Federal government for a certain time period. Note: This statement does not imply nor guarantee an incentive will be offered and paid. Selections may be made for vacancies across the Smithsonian Institution (SI). By applying to this position, you agree to allow your application and other personal information to be shared with one or more SI hiring officials for employment consideration for same/similar positions within the location(s) identified in this announcement.