Management Support Assistant

U.S. Federal Government - Front Royal, VA4.3

This position is located in the Smithsonian Conservation Biology Institute (SCBI) Front Royal, VA campus, National Zoological Park (NZP), Smithsonian Institution (SI). The employee works on such tasks as financial tracking and processing, procurement, travel management, general office support, time and attendance, and document preparation.

More than one selection may be made from this announcement.

Tracks income and expenditures from a variety of federal and/or trust funds. Determines or verifies financial and other codes based on transaction, source, purpose, and program and enters transactions to fund tracking system such as spreadsheet or database.
Orders a variety of goods and services including office or lab supplies, performers, honoraria, custom goods or services (such as design, production), or conference services.
Makes travel arrangements including booking hotels, transportation tickets, and rental cars. Prepares travel authorizations and vouchers in on-line system and obtains necessary approvals. Keeps current with and researches unique travel circumstances. Selects the appropriate Federal and Smithsonian travel policies in order to instruct and assist staff on processing and requirements, including identification and tracking of allowable expenses.
Schedules meetings and maintains calendars for supervisor and other staff, making appointments based on knowledge of staff preferences. Establishes and maintains filing systems in electronic and/or hard copy format. Tracks status of various projects, correspondence and requests using manual or automated suspense system, pulling related materials and reminding staff of impending deadlines
Serves as timekeeper for the organization or unit, monitoring and coordinating the timely and accurate submission of Time and Attendance (T&A) records and serving as primary liaison to Payroll. Independently updates and maintains employee profile information and accounts in automated timekeeping system. Ensures T&A records are completed according to deadlines and enters hours and validates for employees who are unable to complete their own.
Prepares materials such as correspondence, reports and briefing slides using a variety of office software.
Travel Required
Not required

Supervisory status

Promotion Potential

Job family (Series)
0303 Miscellaneous Clerk And Assistant


Conditions of Employment
Pass Pre-employment Background Investigation.
Complete a Probationary Period.
Maintain a Bank Account for Direct Deposit/Electronic Transfer.
Qualification requirements must be met within 30 days of the job announcement closing date.

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

ATTENTION: Due to the large number of qualified applicants for positions of this type, this job announcement will close at 11:59 pm Eastern Time on either: (A) The closing date listed above or (B) The date that 150 applications are received; whichever occurs first. If the announcement closes on the date that 150 applications are received, all applications submitted by 11:59pm that day will be given consideration, including those in excess of 150.

We encourage applicants to apply as soon as possible to ensure their applications are submitted before the announcement closes. We will not consider applications which are late due to the announcement closing once the above number of applications is reached.

You qualify for this position if you have one year of specialized experience equivalent to at least the GS-5 level in the Federal Service or comparable pay band system. For this position Specialized experience is defined as providing administrative support to an office or organization by performing the following activities: maintaining central supply inventory, assisting with financial tracking, performing procurement and travel functions, and assisting with human resource management activities.

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.

Or Education:
Graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.

Or a Combination: Education and experience may be combined to meet the basic qualifications. For a full explanation of this option please see the Qualification Standards . 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 proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement.

Additional information
Please see Benefits at for a complete description.

How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.

Your application will be evaluated first for the basic qualifications described above. The applications that meet the basic qualifications will be evaluated further against the following criteria:

Knowledge of clerical and administrative functions such as data entry, purchasing, budget/recordkeeping, etc.
Knowledge of procurement and contracting processes and requirements.
Skill in office support functions such as travel arrangements, authorizations and vouchers.
Skill in office support functions such as data entry, filing, timekeeping, scheduling, travel arrangements, authorizations and vouchers, phone or mail handling and reception duties.
Skill in coordinating and monitoring automated time and attendance.
Ability to use various office automation software programs, tools, and techniques.

Important Note:
Your resume and supporting documentation will be compared to your responses to the occupational questionnaire or other assessment tool for consistency. If a determination
is made that you have rated yourself higher than is supported by your resume, you will be assigned a rating commensurate to your described experience. Your resume should
provide detailed information regarding how your education and experience relate to this position, including the major duties and qualifications criteria listed.

To preview questions please click here .

Background checks and security clearance
Security clearance
Not Required

Drug test required

Required Documents

Required Documents
Your application package should include the following documents:

Resume - Your resume can be uploaded and attached to your application or created using the USA Jobs on-line resume builder. If you want to receive full credit for relevant experience your resume MUST contain the job title (including the occupational series and grade if it is Federal), duties, starting and ending dates (month and year), hours worked per week, and salary.

USAJOBS has guidance on how to ensure that you submit a complete resume: If you have not written a Federal resume before, you may watch this Resume Writing Tutorial video on the USAJOBS YouTube channel , or read through a helpful Resume Writing FAQ article on the USAJOBS Site to learn what details you should, and should not, include in your resume. If any of the above information is not included in your resume we may not be able to fully credit you for your experience

Unofficial school transcripts, if the position has an education requirement or if you are using education to qualify. If selected for the position, you must provide an official transcript before appointment.
Proof of U.S. accreditation for foreign study, if applicable.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.


A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits .

The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, commuter benefits, health/life insurance, and accidental insurance.

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.