Human Resources Assistant (IS-0203-6/7)

Application Deadline: 26 February 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Compensation: $50,920 - $73,563 / year

Description

OPENING DATE: February 5, 2025
CLOSING DATE: February 26, 2025
SERIES/GRADE: IS-0203-6/7
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Human Resources Department
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
 
More than 1 position may be filled.

​*This is a career ladder opportunity, candidates selected at the grade 6 may be non-competitively promoted to a grade 7 upon recommendation of the supervisor based on classification requirements, satisfactory performance, and employee qualifications. *
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 (Childcare), Flexible Spending Account (Health & Dependent Care). 
Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation, as required.
• Complete a Probationary Period if applicable. 
• 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

INTRODUCTION
The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support.  Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants. 

SUMMARY
The purpose of this position is to provide specialized clerical/administrative support and technical assistance to the Department in the areas of staffing, classification, and employee relations/benefits. The position is at full performance level at the grade 7. 

MAJOR DUTIES

1. Incumbent performs the full range of personnel processing functions for SAO employees under both the Federal and Trust Fund personnel systems, to include coding and entering data into the National Finance Center (NFC) system via automated HRMS system and reviewing all actions for technical accuracy in accordance with Federal, Smithsonian and NFC requirements and regulations.
2. Runs monthly reports within HRMS (e.g. HR ALPHA, Performance, and NTE Reports) and provides to Division Administrators for their review. 
3. Works closely with the Human Resources Specialists (HRS) and supervisor to provide administrative assistance in the areas of recruitment, classification, employee relations and visas. 
4. Initiates pre-employment/affiliation security checks, either through Docusign/Service Now process, or directly, provides required forms to selected candidate, and submits all required documentation to the Personnel Secur