Management Support Specialist.

Smithsonian Institution; Washington (District of Columbia); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Comprehensive benefits package

Retirement program options

Job summary

The Smithsonian Institution is seeking a Management Support Assistant in Washington, DC to provide comprehensive administrative support across travel processing, procurement, records management, and timekeeping. You will handle scheduling, correspondence, and inquiries, ensuring accuracy and timely execution of duties.

The role emphasizes maintaining office records, assisting in procurement, and supporting office operations with meticulous document preparation and formatting.

Qualifications

• One year of specialized experience equivalent to at least GS-05 in the Federal Service.
• Experience in receiving, screening, and directing inquiries; coordinating meetings; maintaining office files.
• Typing and formatting memos, forms and reports with accurate grammar and formatting.

Responsibilities

• 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, and prepare records for retirement per procedures.
• Assist with 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 and proper grammar.
• Respond to telephone calls, emails, and visitors by providing information and directing inquiries to staff.
• Receive, review, distribute, and track incoming correspondence and other documents, with timely follow-up on 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.

Skills

Travel arrangements

Scheduling meetings

Records management

Document preparation

Administrative support

Tools

Microsoft Office

Job description

Duties

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.

Requirements

Conditions of employment

• Requires career/career-conditional status or eligibility.
• Males born after 12/31/59 must be registered with Selective Service.

Conditions of Employment

Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information.

For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on

Qualifications

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, 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 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).

Education

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

Additional information

• This position is included in the bargaining unit.

Selections may be made for vacancies across the Smithsonian Institution (SI). By applying to this position, you agree to allow your application and other personal information to be shared with one or more SI hiring officials for employment consideration for same/similar positions within the location(s) identified in this announcement.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, health/life insurance, accident insurance, and excellent retirement program options.

Please see Benefits at

• Flexible Spending Accounts
• Health Insurance
• Leave
• Life Insurance
• Long Term Care Insurance
• Retirement Program