Job posting 13-26
Opening date: July 29, 2013
Closing date: October 4, 2013
TITLE: Staff Assistant, IS-301, Grade 09, $51,871.00 - $67,427.00/annually
TYPE OF POSITION: Trust Fund (non-Federal) Indefinite
DIVISION: - CE
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all qualified candidates.
*First consideration may be made 14 days after the opening date.
Creates resource loaded, time phased, initial Microsoft Project engineering program management schedules,
which are incorporated into the master labor assignment schedule. Incorporates frequent revisions into same.
Generates tailored monthly and weekly reports from the Earned Value Management (EVM) system (data
pulled from MS Project schedules). Generates reports as requested for the DCE, Project Engineers, and Program
Managers. These reports will include multiple Work Authorization Documents (WADs); the means by which
each project will assign and adjust budgets for both engineering and Machine Shop labor and Machine Shop
Coordinates/verifies customer funding authorization/approval for all CE labor and services. Works with
program and/or funds managers to ensure that reserve budgets are sufficient to support labor charged for all
projects, and that all audit requirements are met. Reports potential problems to the DA.
Solicits input and assists the DA in the preparation of the annual department submission as well as any CE
contract (such as MAGIXS) or grant (such as JWST) submissions including collection of budgetary information
and assembly of the final product. This may also include proposals to bring in outside work from the Machine
Maintains cognizance of SAO and CE administrative policies and procedures, and serves as an information
source to department staff on administrative issues. Evaluates, recommends, and implements improvements to
Provides general administrative support to the DCE, DA, Machine Shop supervisor and other department staff
as requested. Supports the DCE, DA and senior engineering staff in special projects, and performs related
administrative duties as required.
Becomes expertly familiar with the Machine Shop JobBOSS software tool. Utilizes it to effectively plan,
status, and analyze machine shop production and material/supply purchases.
Maintains system of inventory of Machine Shop equipment and tooling and makes recommendations for
Generates requisitions. Identifies potential suppliers and obtains cost and delivery information. Determines
and applies appropriate fund numbers. Tracks requisitions and expedites orders, as required. Negotiates terms
for returns/exchanges, generates shipping documents and tracks items until orders are closed.
Creates travel authorizations. Maintains cognizance of, appropriately applies and administers all applicable
travel policies, procedures, and documentation requirements and serves as an information source to travelers.
Generates travel vouchers for CE personnel. Reviews trip reports and related travel authorizations to ensure
compliance with regulations and arranges any necessary amendments.
Revamps and maintains the department's website. Seeks out input from appropriate engineering
discipline/contact, obtains DCE's permission and posts data.
Performs other assignments as required.
Experience: One year of specialized experience equivalent to the next lower grade level in
the normal progression for this occupation that has equipped the candidate with the particular knowledge, skills
and abilities to successfully perform the duties of the position. The experience may include activities such as
creating and maintaining complex databases, managing a contract or grant and resourcing scheduling for a
Education: master's or equivalent graduate degree or Two full years of progressively higher level graduate
education leading to a master's or equivalent degree related to the position may be substituted to meet the
Combination of Experience and Education: Education and experience may be combined to meet the basic
qualifications; for example, a half year of experience and a half year of education in the field may be qualifying.
Special Instructions for Foreign Education: If you are qualifying by education and/or you have education
completed in a foreign college/university described above, it is your responsibility to provide transcripts and/or
proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the
"Required Documents" section of this announcement.
Qualification requirements are derived from the Office of Personnel Management's Qualification Standards
Handbook for General Schedule Positions viewable on the web at http://www.opm.gov/qualifications.
APPLICATION PROCEDURE: We will only accept applications on line for this position. To view the complete vacancy
posting, requirements and the procedures to apply, please visit: USAJOBS
The Smithsonian Astrophysical Observatory is an equal opportunity employer committed to diversity in our workplace.
Visit our SAO website.