Management Support Specialist

The Smithsonian Institution is the world’s largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in one of the SI facilities serviced by the Office of Facilities Management (FM). The Office of Facilities Management is responsible for all Smithsonian facilities, many of which are designated as historic and all of which are visited by millions of people each year.

The Management Support Assistant performs a variety of administrative support functions, including financial tracking and processing, procurement support, travel administration, records management, time and attendance support, and document preparation. In this position, you will: Provide administrative support to staff by assisting with travel authorizations and vouchers, scheduling meetings, maintaining calendars, and responding to administrative inquiries.

Establish and maintain office files and records, retrieve information as requested, and prepare records for retirement in accordance with established procedures. Assist with the procurement of supplies, equipment, and services and monitor administrative support requirements to ensure office needs are met. Prepare, edit, and format correspondence, reports, memoranda, forms, and other administrative documents, ensuring accuracy, completeness, and proper grammar, spelling, and format.

Respond to telephone calls, emails, and visitors by providing information and directing inquiries to the appropriate staff member or office. Receive, review, distribute, and track incoming correspondence and other documents, ensuring timely routing and follow-up on assigned actions. Assist with time and attendance activities and provide administrative support related to office operations and recordkeeping.

Maintain financial, travel, procurement, and administrative records and assist in compiling information for reports and tracking purposes.

You qualify for this position if you have one year of specialized experience equivalent to at least the GS-05 level in the Federal Service. For this position, specialized experience is defined as receiving, screening, referring visitors/phone calls; responding to inquiries both verbally and in writing; coordinating meetings; reviewing correspondence for grammar, spelling, punctuation, format; establishing and maintaining office files and records; typing a variety of products such as memos and forms.

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, Ameri. Corps) 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. In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series 303) and who are in a (Federal competitive or excepted 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).

There is no education substitute at this grade level see above.