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Posted: Tuesday, February 28, 2017 4:51 AM

Smithsonian Institution 1 vacancy in the following location: * Cambridge, MA Work Schedule is Full Time - Indefinite Trust Fund Appointment. This is not a federal position Opened Tuesday 2/7/2017 (25 day(s) ago) ** Closes Friday 3/10/2017 (6 day(s) away) ## Job Overview Summary About the Agency This is the position of **Administrative Assistant**, Sponsored Programs and Procurement (SPP) Department, Smithsonian Astrophysical Observatory (SAO). The Administrative Assistant performs a variety of administrative duties to assist personnel assigned to the Subawards Section and Purchasing Section of the SPP Department. Duties Duties include but are not limited to: 1.Maintains Subaward files, including preparing folders, labeling, moving subgrant files from "current observing cycle" locations to "prior observing cycle locations," scanning missing documents, and filing all paperwork. 2. Prepares transmittal document and transmits subgrant technical reports to the CXC Director's Office for approval. 3. Assists in the processing of no-cost extensions and prepares amendments for approved no-cost extensions for the signature of the appropriate Grant Specialist. 4. On a daily basis, downloads invoices from Chandra Invoices email address, date stamps invoice with date of receipt, and distributes to Grant Specialists for review and approval. Inputs approved invoices for payment in the PeopleSoft ERP system ensuring the drawdown is sent to the correct institution and institutional address. 5. Maintains subgrant and subcontract official subaward files. Scans in hardcopy documents, as required, to set up electronic files for each subaward. Maintains file rooms ensuring sufficient space is available to close each cycle. 6. On a weekly basis, checks the A-133 Audit Clearinghouse website for updated A-133 Audits. Prints audits and distributes to Grant Specialists for review. Maintain files and spreadsheet of all A-133 Audits. 7. Prepares for incoming Stage 2 Chandra subgrant Cost Proposals. Prepares file folders and labels. 8. Assists in subgrant and subcontract closeout. Tracks subawards that are due to expire and initiates reminder notices to be sent to Recipient Institutions and Scientific Investigators. Follows up with notice of closeout if request for extension not received. Reviews subaward files to ensure all documents have been received and are filed under the appropriate tabs. Compares paper file to electronic file and ensures all documents are in the electronic files. Scans missing documents and files them in the electronic files. Downloads financial report for each subaward from the PeopleSoft system. Files closed subawards. Prepares subaward files for archiving at SIA in Washington DC 9. Maintains Purchase Order (PO) files, including filing of POs, change orders, and related PO documentation as well as PO file retrievals for audit requests. 10. Performs other duties as required. ## Job Requirements Key Requirements * Pre and Post appointment background check. * May be required to serve a one-year probationary period. * Direct Deposit/Electronic Funds Transfer required for salary payment. Qualifications For Requirements please refer to qualification standards to Group Coverage Qualification Standards for Clerical and Administrative Support Positions -stds/gs-cler.asp Candidates for grade 05 must possess a minimum of one year specialized experience equivalent to at least the grade 04 level in the normal line of progression for this occupation which should demonstrate: knowledge of general administrative procedures and techniques; knowledge of duties, priorities, policies and program goals sufficient to independently perform non-routine assignments; the ability to maintain a filing system and follow archiving procedures; skill in using office equipment; the ability to work as a team member and to follow through independently on assignments. Or 4 years above high school. Or Equivalent combinations of education and experience are qualifying for grade 5. Security Clearance Not Applicable ## Additional Information What To Expect Next You will receive an e-mail to acknowledge that your application has been received. Please be aware that the confirmation e-mail could reside in your "junk" or "bulk" mail folder depending on your filters. The Smithsonian receives many applications for each job. Each application is reviewed carefully which may take a few weeks. **Additional Information:** * The Smithsonian does not pay relocation expenses. * The Smithsonian embraces diversity and equal employment opportunity. BENEFITS Review our benefits Other Information *Salary Range:* $36,175.00 to $47,033.00 / Per Year *Series & Grade:* IS-0303-05/05 *Promotion Potential:* 05 *Supervisory Status:* No *Who May Apply:* All qualified candidates eligible to work in US. Initial consideration may be made 14 days after the opening day. *Control Number:* 463882100 *Job Announcement Number:* 17-31


• Location: Boston, Cambridge

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