Smithsonian Institution Staff Assistant in Cambridge, Massachusetts

Smithsonian Institution
1 vacancy in the following locations:
  • Cambridge, MA
  • Cambridge, MA
Work Schedule is Full Time. - Indefinite Trust Appointment. This is NOT a Federal position.

Opened Thursday 9/8/2016 (48 day(s) ago)

** Closes Friday 11/4/2016 (9 day(s) away)

Job Overview

About the Agency

This is the position of Staff Assistant in Financial Management Department, Smithsonian Astrophysical Observatory. The purpose of the position is to provide administrative and financial management support to the Department's staff.

  1. Provide administrative, office and account support to the entire department. These duties include preparing and maintaining a variety of FM administrative documents, entering FM Requisitions and Travel Authorizations, managing mailings (sorting of daily incoming/outgoing mail and assisting in monthly billings/invoices) and all other administrative and office supports.

  2. Maintain and certify time and attendance submission for all employees within FM department. Must be knowledgeable of regulations to assist employees in adhering to proper accounting of one’s time.

  3. Responsible for personnel management functions of Financial Management department; keep and maintain staff database and training logs.

  4. Review and budget check SAO Purchase Requisitions for accuracy of accounting classification and budget status in Peoplesoft systems. Review and certify SAO Travel Authorization in Concur systems for accuracy of accounting information and required supporting documents.

  5. Review SAO petty cash reimbursement requests for allowability, accuracy and proper accounting. Address concerns and problem areas of division administrators in regards to approving expense. Once approved, create petty cash voucher payment in the financial systems.

  6. Prepare slip for SAO checks and deposit to the bank. Process SAO and Whipple deposit entries into Peoplesoft Cash Management systems; ensure that chartfields and other reference information are accurate and amounts are reconciled. Responsible for SAO preferred check run and arrange for delivery to the requester.

  7. At the request of the billing specialist, create Sponsored Travel and all other miscellaneous invoices in the financial systems.

  8. Performs other duties as required.

Travel Required
  • Not Required
Relocation Authorized
  • No
Job Requirements
Key Requirements
  • Pre- and post-appointment background
  • May be required to serve a one-year probationary period.
  • Direct Deposit/Elect Funds Transfer required for salary payment.

Grade 9: One year of full-time experience equivalent to the grade 7 in federal service that is close or similar to the work of this position. The experience includes activities such as providing administrative support to an entire department in preparing variety of administrative documents, entering requisitions and Travel Authorization into PeopleSoft, managing incoming/outgoing mail and other office support.


Education: master's or equivalent graduate degree or2 full years of progressively higher level graduate education leading to such a degree relevant to the position qualifies for grade 9.


Education and experience may be combined to meet the basic qualifications.

Qualification requirements are derived from the Office of Personnel Management's Qualification Standards Handbook for General Schedule Positions.

Additional qualification information including education substitution can be found from the following Office of Personnel Management website:

Security Clearance

Public Trust - Background Investigation

Additional Information
What To Expect Next

After you apply, you will receive an automated acknowledgement email that your submission was successful.


Review our benefits

Other Information

The Smithsonian does not pay relocation expenses. The Smithsonian embraces diversity and equal employment opportunity.

Salary Range: $53,610.00 to $69,688.00 / Per Year

Series & Grade: IS-0301-09/09

Promotion Potential: 09

Supervisory Status: No

Who May Apply: This position is open to all qualified candidates eligible to work in the United States. First consideration may be made 14 days after the opening date.

Control Number: 450012000

Job Announcement Number: 16-52