Job posting 19-08
Opening date: November 21, 2018
Closing date: December 7, 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
LOCATION: Hilo, HI
AREA OF CONSIDERATION: This position is open to current and former Federal employees with permanent status or
reinstatement eligibility. Individuals who are eligible for a special appointing authority may also apply; such as
applicants with a disability, former Peace Corps volunteers, certain military spouses, veterans seeking a
VRA/VEOA appointment, or veterans who have been separated from armed forces under honorable conditions after
3 years or more of continuous active service. Applicants must reside in Hawaii.
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
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.
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
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.