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Grade: 09

1 Choose the one statement that best describes your education, experience or combination of education and experience as related to the basic qualification requirements for this position (Be prepared to submit a transcript on request for proof of education): Answer to this question is required
  • I have successfully completed the requirements for a master's or equivalent degree in or directly related to the duties of this position.
  • I have successfully completed two full years of progressively higher level graduate education leading to a master's or equivalent graduate degree in or directly related to the duties of the position.
  • I have an LL.B. or J.D., in or related to the position.
  • I have 1 year of specialized experience at or at least equivalent to Grade 7 level in the Federal service which is in or directly related to the work of this position that provided the specific knowledge, skills and abilities to perform successfully the duties of this position. This experience could have been obtained in the public, private, or non-profit sectors.
  • I have a combination of graduate level education beyond the first year of progressive graduate study and appropriate experience that together meet the qualification requirements for this position.
  • I do NOT meet the requirements as described.
2

Choose the one statement that best describes your experience/education as it relates to this position.

Answer to this question is required
  • I have one year of specialized experience equivalent to at least the GS-7 level in the Federal service or comparable pay band system. This specialized experience is defined as managing management's calendar, schedules, and meetings times; reserving and sets up conference rooms for events, researching special projects/assignments and providing the desired information in either written or oral format to the team leader, and gathering necessary supporting data to management or team leaders for improvement.
  • I have qualifying education as described in the vacancy announcement.
  • I have a qualifying combination of experience and education as described in the vacancy announcement.
  • I do not have the experience or education described above.
3 Which of the following administrative support activities have you performed? (Check all that apply) Answer to this question is required
  • I have interpreted and applied routine administrative procedural guidelines in the areas of time and attendance and reconciling leave and payroll problems.
  • I have interpreted and applied routine administrative procedural guidelines in the preparation of a variety of administrative reports.
  • I have tracked requests and ensured materials have been received.
  • I have notified or reminded others of pending actions.
  • I have served as administrative support providing such services as telephone changes, office moves, travel, time & attendance, and files maintenance.
  • I have maintained my supervisor's calendar.
  • I have maintained my staff's calendars.
  • I have not performed any of the above tasks.
4 Which of the following automated tasks have you performed within the past year? (Check all that apply) Answer to this question is required
  • I have used word processing software to create correspondence, create labels, etc.
  • I have used word processing software to set up footnotes, outline formats and/or table of contents.
  • I have used database to create tables, queries and/or reports.
  • I have used an email package to maintain scheduled meetings (e.g., MS Outlook, Novell Groupwise, or any other internet based package).
  • I have used PeopleSoft or other software package to track personnel actions and/or financial transactions.
  • I have edited text and merged documents in a personal computer.
  • I have used a photocopy machine for large collation jobs.
  • I have used a scanner to scan large document productions (e.g.,Text Bridge, Paper Port).
  • I have used an automated travel program to generate travel documents and vouchers (examples of travel programs: Travel Manager/Jelco, eTravel Solutions, or on line-booking engines).
  • I have used an automated program to prepare time and attendance records.
  • I have not performed any of the above tasks.
5 Which of the following best describes your experience providing overall administrative management for an organization which includes interpreting administrative policies, developing/implementing new policies and procedures, defining administrative requirements and/or providing advice to top management on related issues? (Check all that apply) Answer to this question is required
  • Experience serving as the expert on administrative policies and requirements for an organization.
  • Experience coordinating the establishment of goals, objectives, and long-range plans for the administrative support.
  • Experience evaluating and monitoring administrative activities and making substantive recommendations for program improvements.
  • Experience ensuring effective use of office staff and recommends needed changes to enhance central support services.
  • Experience assisting operating managers in implementing actions designed to improve administrative operations or resources.
  • None of the above.
6 Which of the following best describes your experience organizing and scheduling meetings, maintaining calendars, preparing operational meeting notes, handling special requests and serving as timekeeper? Answer to this question is required
  • I have organized and scheduled meetings, maintained calendars, prepared operational meeting notes, handled special requests, and served as timekeeper.
  • I have organized and scheduled meetings, maintained calendars, prepared operational meeting notes, and handled special requests.
  • I have organized and scheduled meetings, maintained calendars, and prepared operational meeting notes.
  • I have organized and scheduled meetings and maintained calendars.
  • I have organized and scheduled meetings.
  • None of the above.
7 Which of the following reflects your experience in drafting, writing, and editing correspondence, reports, or other documents? (Check all that apply) Answer to this question is required
  • I have received post-high school instruction and/or training in written communication (e.g., college papers), but have not performed them on the job.
  • I have composed non-technical correspondence (e.g., letters, memoranda).
  • I have composed technical correspondence or reports (e.g., briefings, background papers, press releases, research results).
  • I have prepared draft documents and/or routine correspondence such as responses for common requests or questions.
  • I have reviewed outgoing correspondence for supervisor's signature, proper format, grammatical or typographical errors.
  • I have made grammatical corrections of my own work in relation to the preparation of final documents (e.g., regular correspondence, internal and external memoranda, reports, etc.)
  • I have made grammatical corrections to other people's work in relation to the preparation of final documents.
  • I do not have any experience as described in the choices above.
8 Which of the following software applications are you proficient in? Proficient means you understand and utilize a major part of the system’s functionality-capabilities. (Check all that apply) Answer to this question is required
  • Database management software (e.g., GovTrip, PeopleSoft, Access).
  • Email (e.g., Outlook).
  • Graphic or presentation software (e.g., PowerPoint, Paint Shop Pro, Microsoft Publisher, Adobe Acrobat, Microsoft Visio).
  • Spreadsheets (e.g., Excel, Lotus).
  • Word processing software (e.g., Microsoft Word).
  • None of the above.
9 Which of the following describe your experience with budget formulation, justification, presentation and execution of financial management (including grants administration) and financial reporting? (Check all that apply) Answer to this question is required
  • I have experience preparing budget estimates for submission, analyzing program plans and data and identifying needs for changes.
  • I have experience maintaining a continuing review of operating financial programs.
  • I have experience providing guidance and instructions to department officials during budget formulation or execution processes.
  • I have experience making analysis of program reports, financial statement and other accounting data.
  • I have experience verifying information and insuring funds are properly allocated and spent in a timely fashion.
  • None of the above.
10 Which of the following best describes your experience providing interpersonal communication in support of an organization? (Check all that apply) Answer to this question is required
  • I have promoted and maintained good working relationships with key individuals or groups.
  • I have initiated and maintained contact with individuals outside of the organization.
  • I have explained technical or other complex information to a wide variety of individuals.
  • I have persuaded others to take a particular course of action.
  • I have persuaded others to accept findings, recommendations, changes, or alternative viewpoints.
  • I have expressed information to individuals or groups effectively while taking into account the audience and nature of the information.
  • I have dealt effectively with people who are difficult, hostile, or distressed.
  • I have exchanged information and discussed issues and the options available with program managers.
  • I have communicated with employees to obtain their ideas, transmit management's views to them, and identify potential problems.
  • I have participated in and represented the organization at briefings, meetings, or conferences.
  • I have communicated with a variety of individuals to explain involved procedures.
  • I have communicated organizational strategies, goals, objectives, or priorities on a regular basis.
  • I have provided for the exchange of information, counsel, guidance, and knowledge.
  • I have not done any of the above tasks.
11 Which of the following describes your experience communicating orally to gather or provide necessary information to sustain a productive working environment? (Check all that apply) Answer to this question is required
  • I have experience conducting meetings for the purpose of exchanging information or responding to questions including providing general information to co-workers, staff members, and office visitors and also responding to customer/client questions.
  • I have experience providing general information to co-workers and staff members and office visitors or also responding to customer/client questions.
  • I have experience providing general information to co-workers and staff members and office visitors.
  • None of the above.
12 What best describes your ability to communicate organizational strategies, goals, objectives, or priorities on a regular basis? Answer to this question is required
  • I have had education or training in communicating organizational strategies, goals, objectives, or priorities on a regular basis, but have not yet performed this task on the job.
  • I have not had experience or training in communicating organizational strategies, goals, objectives, or priorities on a regular basis.
  • I have communicated organizational strategies, goals, objectives, or priorities on a regular basis on the job under close supervision by a supervisor or senior employee.
  • I have communicated organizational strategies, goals, objectives, or priorities on a regular basis as a central or major part of my work and/or I have trained others in performance of this task, and/or I am normally consulted as an expert for assistance in performing this task.
  • I have communicated organizational strategies, goals, objectives, or priorities on a regular basis as a regular part of the job, independently and usually without review by a supervisor or senior employee.
13 Which of the following reflects your experience preparing written communication? (Check all that apply) Answer to this question is required
  • Professional e-mails.
  • Formal letters/memos.
  • Technical reports.
  • Presentations.
  • Position papers.
  • None of the above.
14 What experience do you have communicating in writing to create office procedures or correspondence? (Check all that apply) Answer to this question is required
  • I have created correspondence on behalf of a superior in the form of office letters, memoranda, orientation packets, and office policies which provide technical information to staff and associates.
  • I have created procedural manuals, orientation packages, etc.
  • I have created office letters and memoranda which provide technical information to others.
  • I have created correspondence.
  • None of the above.
15 Which of the following statements describes your written communication skills that you have used as a regular part of your job? (check all that apply) Answer to this question is required
  • Drafted reports, memoranda, and correspondence for signature by higher level officials.
  • Developed written materials for briefings, meetings, and/or conferences.
  • Produced documents clearly, logically, concisely, and persuasively written for varied audiences.
  • Communicated organizational strategies, goals, objectives, or priorities on a regular basis in writing.
  • Composed complex correspondence or other written work such as manuals, management reports or articles.
  • Prepared and wrote technical reports for internal and external audiences.
  • Explained or justified decisions, conclusions, findings, or recommendations in written format.
  • Reviewed reports for accuracy, adherence to policy, organization or material, clarity or expression, and appropriateness for intended audiences.
  • Developed comprehensive materials for briefings, meetings, or conferences for agency department leaders.
  • Compiled and summarized the findings of studies.
  • None of the above.
16 Which of the following types of documents have you written? (Check all that apply) Answer to this question is required
  • Investigative reports
  • Scientific and technical papers or articles
  • Marketing materials
  • Training manuals
  • Technical manuals
  • Desk procedures or reference guides
  • Newspaper or magazine articles
  • Books
  • Job Aids
  • Contract proposals or reports
  • Congressional responses
  • Press Releases
  • Pamphlets/Brochures
  • Other
  • I have not written any of the above documents.

Grade: All Grades

Due to the high volume of applications received for Smithsonian vacancies, we are unable to confirm receipt of online application packages including faxed documentation and may not be able to respond to your inquiry on the status of your application. After you complete the online application process, you will receive an automated email message as proof of receipt of application. You may view the status of any faxed supporting documentation by following the steps in the "How to Apply" section of the announcement. We appreciate your patience, as the staffing process to identify highly qualified candidates may take up to four weeks or more to complete. After the announcement closes and application reviews are done, you may be contacted by the hiring office if further evaluation or interviews are required. You will receive an e-mail notification on the final status of the vacancy.
1 Select the response that best reflects how you learned about this position. Answer to this question is required
  • Individual referral (friend, relative, Smithsonian employee, school counselor, or other)
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Job fair or informational session
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Social networking site (Facebook, Twitter, YouTube, or other)
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Other online source (USAJobs, Smithsonian website, Internet employment search)
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Community or professional organization
    1.1 Please indicate the source. Maximum length of 250 characters.
  • Mass media (magazine, newspaper, radio, television, poster, telephone job hot line)
    1.1 Please indicate the source. Maximum length of 250 characters.