HR: Employment Opportunities
 Job posting 18-64
Opening date: August 2, 2018
Closing date: August 17, 2018

TITLE: Administrative Staff Assistant, GS-301, Grade 9; $51,940.00 to 67,523.00/yr plus 5.08% COLA
TYPE OF POSITION: Federal Career/Career-Conditional Appointment
DIVISION: - Submillimeter Array Project, Radio and Geoastronomy Division
AREA OF CONSIDERATION: This position is open to all qualified U.S. Citizens or U.S. Nationals.


The employee will perform a wide range of administrative duties to support SMA operations, including purchasing, fiscal, budgetary, and general administrative responsibilities.

1. Prepare and process purchase requisitions using the Smithsonian ERP system (PeopleSoft). Identify potential suppliers and obtain cost and delivery information. Obtain internal SAO approvals as appropriate. Track requisitions through fiscal, purchasing, and shipping and receiving departments. Monitor delivery dates and expedite orders as required. Receive invoices and process for payment. Reconcile accounts with monthly financial reports. Create and maintain a system, such as a database or spreadsheets, to track all procurements by fiscal year. Resolve purchasing problems with the appropriate fiscal departments and alert supervisor of any potential problems.

2. Budget formulation. Assemble and develop background material and documentation to support program budgets and assist with developing narrative justifications for proposed budgets. Prepare and present monthly budgetary summaries. Develop, analyze, prepare, maintain, and update periodic internal financial reports.

3. Serve as a Property Custodian and Excess Property officer for the SMA in Hawaii, responsible for providing control of all motorized vehicles and office equipment. Ensure all necessary paperwork is completed for the acquisition or transfer of any assigned government property. Provide backup support for timekeeping, vehicle management, travel arrangements, shipping, etc.

4. Assist in initiating and tracking requests for personnel actions, selecting and completing appropriate forms, and advising supervisor or request initiator on supporting documentation, routing and timeframes. Assist supervisors in the preparation of job descriptions and performance plans or appraisals.

QUALIFICATIONS:Basic Requirements


One year of full-time experience at the GS-7 level that is close or similar to the work of this position. The experience includes activities such as budgetary, fiscal, purchasing, property, human resources and general administrative support for an organization.


Education: 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 experience requirements.


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.

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.


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