Administrative Assistant (IS-0341-09)
Smithsonian Institution
Washington, DC
•5 hours ago
•No application
About
Description
OPEN DATE: May 7, 2025
CLOSING DATE: May 12, 2025
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Temporary Appointment Not to Exceed Two (2) Years
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
PROMOTION POTENTIAL: IS-0341-09
Position sensitivity and risk: Non-sensitive (NS)/Low Risk
PROMOTION POTENTIAL: IS-0341-09
Position sensitivity and risk: Non-sensitive (NS)/Low Risk
Open to all Qualified Applicants
What are Trust Fund Positions?
What are Trust Fund Positions?
Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
- Complete a Probationary Period.
- Maintain a Bank Account for Direct Deposit/Electronic Transfer.
- The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
OVERVIEW
This position is located in the Office of the Under Secretary for Finance and Administration, Administrative Services Group. The Smithsonian Institution (SI) is a diverse museum and research complex dedicated to the increase and diffusion of knowledge. This position provides a variety of financial, procurement and clerical support services to one or more units. As an Administrative Assistant you will be responsible for financial management, budget administration, procurement and or human resource's function. You will also assist supervisors and managers with regulatory procedures and requirements.
DUTIES AND RESPONSIBILITIES
- Orders a variety of goods and services using the agency's procurement system.
- Provides clerical support to include scheduling meetings, meeting setup, and maintaining administrative and programmatic files.
- Tracks expenditures and reconciles central reports with unit records, resolving discrepancies with vendors and administrative offices.
- Prepares and tracks forms for billing, receiving, and/or transferring funds; follows up on transactions to ensure completion.
- Prepares travel authorizations and vouchers using online system.
QUALIFICATION REQUIREMENTS
Experience: To qualify for this position, applicants must possess one year of specialized experience equivalent to the grade 07.
For this position, specialized experience is defined as experience in providing administrative support functions for at least four of the following: managing files, timekeeping, scheduling, travel arrangements, travel authorizations and vouchers, procurement via company credit card, and preparing reports. Must also have customer service 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.
Knowledge and experience required for this position is as follows:
- Skill performing procurement functions for an organization in accordance with established policies.
- Knowledge of applying administrative policies and procedures to operations.
- Skill providing financial reconciliation and tracking for a major department or activity.
- Skill in oral and written communication.
- Skill providing administrative support for travel for a major department or activity.
Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.
The Smithsonian Institution values and seeks a diverse workforce. Join us in "Inspiring Generations through Knowledge and Discovery."
Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.
What To Expect Next: Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.
Relocation expenses are not paid.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact washingtonka@si.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact washingtonka@si.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.
The Smithsonian Institution is an Equal Opportunity Employer. To view Smithsonian EEO program information: https://www.si.edu/oeesd.
About Smithsonian Institution
Founded in 1846, the Smithsonian is the world’s largest museum and research complex of 21 museums and galleries, the National Zoo and Conservation Biology Institute, and 14 education and research facilities. There are more than 6,500 Smithsonian employees, including approximately 500 scientists. The total number of objects, works of art and specimens at the Smithsonian is estimated at more than 157 million.
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