Administrative Assistant (IS-0341-07)

Application Deadline: 31 January 2025

Department: Office of the Under Secretary for Finance and Administration

Employment Type: Full Time

Location: Washington, DC

Compensation: $57,164 - $74,318 / year

Description

OPEN DATE: January 23, 2025                    CLOSING DATE: February 5, 2025 (This job will close once 100 applications are received which may be sooner than the closing date.)          POSITION TYPE: Trust FundAPPOINTMENT 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

Open to all Qualified Applicants 

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 05. 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 t