Summary The Smithsonian Institution (SI) is the world's largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in the Office of Contracting and Personal Property Management (OCon&PPM). Office of Contracting and Personal Property Management is responsible for the overall planning, management and execution of Smithsonian's Institution's Contracting. Responsibilities The Administrative Assistant is responsible for providing support to the Administrative Officer in the execution of the budget, finance, human resources, information technology and facilities management responsibilities. In this position, you will: · Provide procurement advice and assistance for the Office of Contracting and Personal Property Management (OCon&PPM) addressing policies, problems or issues. Track and analyzes spending and develop feasible alternatives for cost containment using cost/benefit analysis. · Provide training assistance via the training mailbox and helpdesk. Provide a training calendar, send a training manual, approving registrations in the Learning Management System (LMS) or updating a training record in the Human Resources Management System (HRMS). · Compile request for contracting documents such as quotes or proposals. Create and maintain contract files in a contracting system. Coordinate review, execution and disposition of contractual or legal documents. · Work closely with Administrative Officer to process and complete personnel actions and awards requests. Maintains records on performance ratings and unit awards. Ensure performance plans and appraisals are up to date, consistent with policy and issued on a timely basis. · Research, collect and coordinate data from a wide variety of sources. Prepare recurring reports on administrative areas assigned such as purchase card activity, travel, performance awards and other procurement compliance policy areas. Maintains logs for administrative program metrics. 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 GS-09 Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service. For this position, specialized experience is defined as carrying out administrative functions for an office or organization related to budget activities, personnel actions, procurement, travel and time and attendance. OR Education: master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to a master's degree or LL.B or J.D., if related 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. 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. In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series (0341) and who are in a Federal competitive service appointment as this advertised position, are not required to submit a transcript with your application package. However, if selected, you will be required to provide a copy of your transcript before your start date in the position. 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 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.
