Museum Business Advisor (Assistant to the Deputy Director)

Duties

As the Museum Business Advisor, you will:

• Handles scheduling, correspondence, supplies, purchasing, budget management and other administrative matters.
• Prepares letters, memoranda, reports, forms, electronic correspondence, and schedules.
• Receives incoming mail for the Deputy Director’s Office, and reviews material for distribution to appropriate departments and staff.
• Coordinates with originating offices, if necessary, for review by the Deputy Director, of correspondence and draft texts, tracking progress of circulation and requesting missing material when necessary.
• Receives/greets visitors for Deputy Director's office; refers them to the proper staff member; provides information in all cases in which the attention of a specific staff member is not required.
• Serves as the timekeeper for DD, using the Gallery’s online time and attendance system, WebTA. Consults with payroll and general accounting offices as necessary.
• Uses Oracle, the Gallery’s online financial system, to check fund balances and create and receive requisitions; manages purchase orders and corresponding records. Arranges business travel, expense reporting, and reimbursements for DD. Requisitions travel via Oracle.
• Coordinates end-of-fiscal-year funds tracking for DD. Coordinates with Budget Officer to address questions regarding funds availability.
• Works closely with the travel and procurement offices in compliance with Gallery procedures in selecting vendors and tracking expenses. Tracks expenditures according to account, maintains approved receipts file, and reallocates expenditures online to the correct accounts.
• As directed by the Deputy Director, undertakes special research projects and provides interpretation and guidance for these items.
• Represents the Deputy Director’s office by participating in conversations and working groups to develop plans in support of the overall function of the National Gallery.
• In concert with the Senior Advisor, works directly with DD department heads and staff to problem solve, provide assistance, troubleshoot, and manage various programs.
• Tracks multiple projects at the same time across the Deputy Director’s portfolio.

Requirements

Conditions of Employment:

• You must be a United States Citizen.
• This employer participates in the e-Verify program.
• Males must abide by Selective Service registration requirements.

Qualifications

Candidates must meet the Qualification Standards Handbook requirements for the GS-1001-11. Specialized experience is at least one year of experience, equivalent in responsibility to the GS-09 grade level in the Federal service, providing key support in the areas of procurement, budget tracking, purchase card management, travel coordination, administrative support, and coordination of selected scholarly, advocacy, exhibition, and donor cultivation activities.

Additional Information

The National Gallery of Art fosters a diverse and inclusive workplace and is an Equal Opportunity Employer. More than one selection may be made from this vacancy announcement. Some positions may require completion of a probationary period of up to 1 (one) year. AN EXTERNAL SELECTED CANDIDATE MUST BE FINGERPRINTED AND RECEIVE A BACKGROUND INVESTIGATION, RESULTING IN A SATISFACTORY SUITABILITY DETERMINATION BEFORE BEING HIRED FOR THIS POSITION. All males born after December 31st 1959 must abide by laws regarding Selective Service registration.

Benefits

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. Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

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 and rated under the Category Rating and Selection procedures.

Required Documents

Please carefully review the following list to determine what documentation you need to submit. Some documents may not apply to all applicants. If you are unsure, click the link for each document type to read more. ALL APPLICANTS: You must submit a resume supporting your specialized experience and responses to the online questionnaire.

• Your resume should list all work experience (paid and unpaid); you should list the full name and address of the each employer.
• Your experience listing should show the start and end dates (include month, day, and year); you must also list the average number of hours per week that you worked.
• Your resume should also include any education and training you have completed (list the program title, subject area, number of hours completed, and completion date).
• If specific educational requirements are indicated for this vacancy: Documentation verifying your educational claims which can include unofficial transcripts or any report listing institution, course title, credits earned and final grade. Current and former Federal employees: Most recent SF-50 (Standard Form 50 - Notice of Personnel Action). To properly verify status eligibility, your SF-50 must show the following. Displaced Federal employees: To be considered CTAP/ICTAP eligible, you must submit documentation verifying your involuntary separation and CTAP/ICTAP status.

How to Apply

How to Apply: Click on the "Apply Online" button on the upper right side of the page. You must have a USAJOBS account and be logged in. You must have a completed resume. (You may use the Resume Builder in USAJOBS). You must respond to all applicant assessment questions, carefully following all instructions provided. The complete application package, including any additional supporting documents required for this position is due in the National Gallery of Art Personnel Office on the closing date of the announcement by 11:59 PM Eastern Daylight Saving Time. NOTE: Applicants who cannot apply on-line must request a hard copy application packet from the Agency Contact listed in the vacancy announcement. Resumes and/or supporting documentation alone will not be considered without the inclusion of a hard copy application packet. The complete package is due no later than 5:30 PM Eastern Daylight Saving Time on the closing date of this announcement.