Procurement Support Specialist

Summary

The Smithsonian Institution is the world’s largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in Finance and Operations, National Portrait Gallery (NPG), Office of under Securtary for Museum & Culture at the Smithsonian Institution (SI).

Duties

• The Procurement Support Specialist prepares and reviews contracts and procurement actions, and provides guidance on various procurement issues.
• In this position, you will: 1.
• Prepare and organize procurement documentation, including statements of work, deliverables, payment schedule, and supporting materials, ensuring alignment with approved templates and regulatory requirements. 2.
• Provide guidance to NPG staff on standard procurement requirements and reviews procurement requests for completeness, accuracy, and compliance. 3.
• Monitor the progress of vendor invoices and review system holds to identify discrepancies; reviews general ledger entries to monitor fund expenditures. 4.
• Review contracts or contract modifications, drafts informational materials or procedural guidance, and help vendors by explaining standard procedures for vendor enrollment and required documentation.

Requirements

Conditions of Employment Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the ‘Required Documents’ section for additional information. For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website.

How You Will Be Evaluated

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 procurement regulations, agency policies, and internal organizational guidance, sufficient to perform routine and moderately complex acquisition actions. Knowledge of contracting procedures to assist staff in developing statements of work, determining appropriate procurement methods, and resolving issues involving documentation, funding, or procedural compliance. Knowledge of procurement systems, financial management processes, and reporting tools (procurement data systems, purchase card systems, and financial tracking systems) is required to support data entry, invoice monitoring, obligation tracking, and reporting.

Skill in written communication to prepare procurement documentation, guidance, and correspondence. Skill in oral communication to convey procurement requirements and rationale to staff, contracting personnel, vendors, and reviewing officials in a clear and accurate manner. 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. You may preview questions for this vacancy.

Benefits

The Smithsonian offers a comprehensive benefits package that includes, in part, vacation and sick leave, holidays, health/life insurance, accident insurance, and excellent retirement program options. Please see Benefits at https://www.si.edu/OHR/benefits for a complete description. Flexible Spending Accounts – https://www.fsafeds.com/ Health Insurance – http://www.opm.gov/insure/health/index.asp Leave – http://www.opm.gov/oca/leave/index.asp Life Insurance – http://www.opm.gov/insure/life/index.asp Long Term Care Insurance – http://www.ltcfeds.com Retirement Program – https://www.opm.gov/retirement-services/

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.
• Ensure your resume contains the job title (including the occupational series and grade if it is Federal), job-related qualifications, starting and ending dates (month and year), and hours worked per week, for each employment period.
• It is your responsibility to ensure all information is submitted.
• Failure to include this information may result in disqualification for the position.
• For assistance with creating a resume, please click USAJOBS Help Center – How do I write a resume for a federal job?
• Current and former employees MUST submit a copy of their Standard Form (SF)-50, “Notice of Personnel Action,” that indicates proof of status and time-in-grade eligibility.
• The SF-50 must include your position title, series, grade, step, salary, type of service (competitive or excepted in block 34), and tenure (1 or 2 in block 24).
• Please provide a SF-50 that shows the length of time you have been in your current/highest grade level.
• Examples of appropriate SF50s include: Appointments, Reassignments, Within-grade/range increases or Promotion actions.
• NOTE: Pay adjustments and award SF-50s do not include the length of time in your current position, therefore, they are NOT acceptable SF-50's on their own.
• You may need to provide more than one SF-50.
• Failure to provide the appropriate SF-50(s) may prevent you from receiving consideration for this position.
• 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.