Business Operations Tracking & Coordination Services (Staff Assistant) (IS-0301-9)

Application Deadline: 11 March 2025

Department: Smithsonian Astrophysical Observatory

Employment Type: Full Time

Location: Cambridge, MA

Reporting To: Supervisory Accountant

Compensation: $69,213 - $89,975 / year

Description

OPENING DATE: February 25, 2025
CLOSING DATE: March 3, 2025
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Business Operations and Services
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates residing within the local commuting area.
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
This is the position of Business Operations Tracking & Coordination Services (Staff Assistant) in the Business Operations and Services (BOS) Department, Smithsonian Astrophysical Observatory (SAO). The purpose of the position is to provide financial accounting and administrative support to the BOS department. 
 

MAJOR DUTIES

• Tracking and reviewing SAO Purchase requisitions for accuracy of accounting classification and errors in Oracle Peoplesoft systems. Review and certify SAO Travel Authorization in Concur systems for accuracy of accounting information and required supporting documents.
• Review SAO miscellaneous reimbursements (Petty Cash) requests for allowability, accuracy and proper accounting. Address concerns and problem areas of division administrators regarding approving expenses. 
• Process SAO remote check deposits and record into Oracle Peoplesoft Cash Management systems. Ensure that chartfields and other deposit reference information is accurate, and amounts are reconciled. 
• Maintain SAO vendor database in Oracle Peoplesoft systems. Review customer and vendor enrollment forms, banking information, tax information and System Award Management (SAM) for accuracy and completeness or discrepancies. Input vendor and customer data (i.e. tax id, banking, addresses, and tax reporting) into Peoplesoft systems.
• Provide administrative, office, and account support to the