Management Support Specialist

Description:

The Smithsonian Institution is a diverse museum and research complex dedicated to the increase and diffusion of knowledge. The Smithsonian has locations in the Republic of Panama, Florida, Maryland, Massachusetts, New York, Virginia, and 19 large buildings and the National Zoo in Washington, DC. The National Postal Museum (NPM) houses and displays the national philatelic and postal history collection, the largest and most comprehensive of its kind in the world, and is dedicated to the preservation, study and presentation of postal history and philately. The museum serves as the nation’s premier center for philatelic and postal scholarship and shares its collections and research with the public through exhibitions, educational programs, publications, tours, and website applications.

This position reports to the Director of Finance & Administration within the Smithsonian Institution’s (SI) National Postal Museum (NPM). NPM has 23,000 square feet of exhibition space, a research library, a postal store and philatelic center, and a museum shop. The museum’s collection contains nearly 6 million objects, ranging from tiny stamps to large vehicles. The position is required to make independent decisions and take initiative within the guidelines of Smithsonian policies and procedures. The position provides financial management, procurement and contracting, and general administrative services support. The position works under the general direction of the Director of Finance & Administration but works independently on most matters assigned to the position. The incumbent serves as a Management Support Specialist and is responsible for providing management assistance in procurement, financial, administrative, and human resources support services for the Department of Finance and & Administration and NPM staff.

DUTIES AND RESPONSIBILITIES

Procurement Support
Procures goods and services by verifying the availability of funds, using a purchase card, and/or preparing requisitions and purchase orders, and ensuring that goods and services are received, accounted for and paid for. Procures goods and services for NPM through the various forms of internal purchasing methods after certifying the availability and appropriate use of funds.
Responds to all inquiries regarding the status of vendor payments. Works with members of the Office of Finance & Accounting (OF&A) in resolution of payment problems. Ensures that expenditures are made in accordance with the Federal Government, Smithsonian (Office of Contracting) and grant policies, rules, and regulations. Responds to written or oral inquiries concerning payments or audit-related information. Acts as the museum’s Supplier Diversity Liaison. Serves as a point of contact for staff in providing technical advice in support of financial systems such as entry of financial data into the Smithsonian Institution (SI) official accounting system, the Enterprise Resource Planning (ERP) system. Utilizes ERP, including data entry and receiving for purchase orders and contracts, vendor files, as well fund balance, invoice, and payment inquiries. Serves as a purchase card holder.
Provides technical support for the purchase of supplies, materials and services determining best use of funds and most efficient procurement method (requisition, purchase order or purchase card). Enters requisitions and purchase orders into Smithsonian financial systems according to SI policies and procedures. Receives and submits invoices for payment, following up with the accounting office and vendors to ensure proper payment.
Financial Administration Support
Prepares cash reimbursement vouchers and inter-unit reimbursements. Monitors fund balances and keeps the Director of Finance & Administration informed of budget balances and fiscal affairs by providing reports about the status of funds and grant projects the Director of Finance & Administration as well as other members of the museum’s management and senior leadership teams.
Performs administrative level work in support of a budget and administrative functions. Assures that financial requests are processed in accord with SI and NPM policy and budgetary constraints.
The incumbent helps museum staff execute center budgets by recording the budget allocations in internal cuff records. Monitoring executions of expenditures in the Smithsonian Financial systems, verifying its progress completes, and communicating progress to unit/ staff. Inputs and maintains financial data in PeopleSoft and Unit cuff record systems and ensures funds are properly recorded into automated systems and reconciled with official Smithsonian records for complete accuracy. Responsible for monthly reconciliation, follow-through of discrepancies, and supplying a variety of reports to proper staff monthly or as required. Examines accounting cuff records for completion and submission to the Director of Finance & Administration for correctness and availability of funds. Requests managers to revise estimates which do not conform to established guidelines.
Administrative and Human Resources Support
Assists with office administration, including supply ordering and coordination with the Office of Facilities Management and Reliability on building management issues. Holds the museum’s Shipping Card. Serves as the department’s Property Custodian responsible for safeguarding all unit property assigned to them, in accordance with SI policy and procedures.
Manages the department’s procurement and financial files. Prepares temporary files for transfer to the Smithsonian Archives. Follows SI’s records disposition schedule by maintaining a tracking system to inventory records onsite.
Serves as fiscal manager for a range of office requests including general office supplies and reviews requests based upon appropriateness and availability of funds. Ensures that financial requests are processed in accordance with financial and budgetary constraints.
Assists with the orientation of new employees. Coordinates with OCIO to set-up computer network and/or email for employees; and with OPS to obtain or remove key card access for new and/or existing employees; provides brief orientation to new staff, contractors, and volunteers; assists employees with forms needed to obtain or renew SI badges and/or office keys. Acts as lead timekeeper, works with supervisors to ensure pay documents are correct and timecards are completed on time. sets up new employees in the Time and Attendance (T&A) system. Ensures that timesheets are entered by bi-weekly deadlines. Oversees and trains new employees on T&A system. Reviews timecards for accuracy and completeness and adjusts T&A profiles and initiatives timesheet corrections when necessary. Provides advice to unit employees regarding leave administration and consults with payroll and OHR for general guidance and instruction.
Acts as NPM training coordinator, obligating trainings/conferences, entering staff training classes into the HR system as needed, posting training expenses in financial tracking system, participating in NPM and SI training-related activities, and researching courses applicable to unit.
Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

Knowledge of the Enterprise Resource Planning (ERP) Financials System to input and maintain procurement data and reconcile it with an organization’s internal cuff record system, resolving any data discrepancies. This includes utilizing ERP for preparing purchase orders and requisitions, vendor files, as well fund balance, invoice, and payment inquiries, gained through experience.
Knowledge to procure goods and services for an organization, gained through experience. This includes verifying the availability of funds, preparing requisitions and purchase orders, and ensuring that goods and services are received, accounted for and paid.
Knowledge of administrative and human resources support functions for an organization, gained through experience.
Ability to communicate in writing to prepare procurement documents, spreadsheets and reports pertaining to various sources of funding for an organization and documents pertaining to the coordination of an organization’s procurement program.
Ability to communicate orally to provide information to stakeholders regarding the organization’s administrative tasks.