Management Support Specialist

Smithsonian Institution•Washington, DC

15h

About The Position

The Management Support Specialist is located in a Smithsonian Institution facility serviced by the Office of Facilities Management, which is responsible for Smithsonian facilities, including historic facilities visited by millions of people each year. The role provides administrative support across financial tracking and processing, procurement, travel administration, records management, time and attendance, and document preparation.

Requirements

One year of specialized experience equivalent to at least the GS-05 level in the Federal Service.
Specialized experience includes receiving, screening, and referring visitors and phone calls; responding to inquiries verbally and in writing; coordinating meetings; reviewing correspondence for grammar, spelling, punctuation, and format; establishing and maintaining office files and records; and typing products such as memoranda and forms.
For promotion candidates, qualification requirements, including one year of time-in-grade at the next lower grade level, must be met within 30 days of the announcement closing date.
Candidates who currently hold, or held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service must have served 52 weeks at the next lower grade.
Requires career/career-conditional status or eligibility.
Males born after December 31, 1959, must be registered with Selective Service.
Resume must be no more than two pages and clearly describe relevant experience.
There is no education substitute at this grade level.

Responsibilities

Assist staff with travel authorizations and vouchers, schedule meetings, maintain calendars, and respond to administrative inquiries.
Establish and maintain office files and records, retrieve information, and prepare records for retirement in accordance with established procedures.
Assist with procurement of supplies, equipment, and services, and monitor administrative support requirements.
Prepare, edit, and format correspondence, reports, memoranda, forms, and other administrative documents, ensuring accuracy, completeness, grammar, spelling, and format.
Respond to telephone calls, emails, and visitors by providing information and directing inquiries to appropriate staff or offices.
Receive, review, distribute, and track incoming correspondence and other documents, ensuring timely routing and follow-up.
Assist with time and attendance activities and provide administrative support for office operations and recordkeeping.
Maintain financial, travel, procurement, and administrative records and help compile information for reports and tracking.