Administrative Assistant

Smithsonian American Art Museum

About the organization

The Smithsonian American Art Museum & Renwick Gallery (SAAM), the nation’s first collection of American art, is an unparalleled record of the American experience. The collection captures the aspirations, character, and imagination of the American people throughout three centuries. The museum is the home to one of the largest and most inclusive collections of American art in the world. Its artworks reveal key aspects of America’s rich artistic and cultural history from the colonial period to today.

The SAAM is one of 19 "units" at the Smithsonian. The Museum has 130 full time staff members and produces exhibitions and public programs in two historic DC buildings, as well as a rich array of on-line and outreach activities, educational programs, research resources and traveling exhibitions.

Duties

FINANCIAL TRACKING & PROCESSING
-Tracks income and expenditures from a variety of federal or trust funds
-Prepares and tracks forms for billing, receiving, depositing and/or transferring funds
-Reconcile central Smithsonian records with unit reports

PROCUREMENT
-Orders a variety of goods and services including office or lab supplies, performer contracts, honoraria, custom goods, conference reservations, etc.
-Assists with coordination and submission of contract requests and documentation

TRAVEL MANAGEMENT
-Makes travel arrangements including booking hotels, transportation tickets, and rental cars.
-Prepares travel authorizations and vouchers in online system and obtains necessary approvals

GENERAL OFFICE SUPPORT
-Assists staff members by responding to telephone calls, emails, and visitors.
-Receives, opens, and distributes mail, responding personally when possible or determining routing based on knowledge of office programs. Performs photocopying, scanning, or faxing when necessary.
-Maintains department's physical and electronic files

Other duties as assigned.

Qualifications

BA or 4 years education above high school, or 1 year of experience equivalent to GS-6 level as an office assistant (preparing and reviewing forms and documents, recording and tracking financial data), as a fulfillment specialist (filling orders and responding to external customers), as an editorial assistant (performing proofreading or light editing tasks and performing file versioning and preparation tasks) or as a production assistant (reviewing and preparing image files for submission to printer or outside designer).

Top candidates will have the ability to accurately record data and organize information, experience with common office software packages such as spreadsheets and databases, and strong customer service skills. Must be able to move among tasks quickly and independently, recognizing and prioritizing critical items. Must be able to lift 40 lbs.

Salary

GS-07 $49,157-$63,906

Application instructions

Contact email: [email protected]

Please send resume, cover letter, and Description of Service documenting Non-Competitive Eligibility to [email protected]

Number of Vacancies: 5

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