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Vacancy Details

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. For this position specialized experience is defined as serving as an executive assistant managing administrative functions, projects and operations logistics for an executive in a museum or cultural setting, government office, nonprofit or corporation assembling data for reports; responding verbally and in writing to inquiries and requests from the public; preparing agendas, minutes and other materials for meetings; writing letters, memos, reports and other documents using Word; preparing PowerPoint presentations; developing Excel worksheets for budgets and to track projects; processing and monitoring financial transactions, expense management, procurement and travel authorizations; and establishing and maintaining office files and schedules.
    2.1 Identify the specific employment/volunteer work in your resume in which you describe your experience to support your answer to the previous questions: i.e. agency/company name, position title, and dates. "Refer to Resume" will not be acceptable Maximum length of 250 characters.
  • 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 statements best describes your experience in providing high-level administrative support to senior management, including screening calls, preparing detailed travel itineraries and monitoring project deliverables? Answer to this question is required
  • I have not had experience or training in providing high-level administrative support to senior management, including screening calls, managing and maintaining calendars and monitoring project deliverables.
  • I have completed training in providing high-level administrative support to senior management, including screening calls, managing and maintaining calendars and monitoring project deliverables, but have not yet performed this task on the job.
  • I have planned, coordinated and provided high-level administrative support to senior management, including screening calls, managing and maintaining calendars and monitoring project deliverables—under close supervision by a supervisor, manager, or senior employee to ensure compliance with established procedures.
  • I have planned, coordinated and provided high-level administrative support to senior management, including screening calls, managing and maintaining calendars and monitoring project deliverables—independently and usually without review by a supervisor or senior employee.
  • I have planned, coordinated and provided high-level administrative support to senior management, including screening calls, managing and maintaining calendars and monitoring project deliverables—as a central or major part of my work. I have performed it myself routinely, and I have trained others in performance of this task, and/or others have consulted me as an expert for assistance in performing this task.
4 Which of the following administrative duties do you have experience performing? (Check all that apply) Answer to this question is required
  • Screening and diffusing challenging media inquiries for a senior public affairs or communications executive.
  • Developing a detailed travel itinerary for senior management, including all logistics for appearances and all movements to and from meeting destination.
  • Booking travel, lodging and car service.
  • Compiling data and information from various staff and assembling into a report.
  • Proofreading and assembling reports for board, public, or external or official meetings.
  • Extrapolating action items from meetings, tracking and monitoring follow up, as needed or as directed by supervisor.
  • Preparing expense reports.
  • Using an adding machine.
  • None of the above.
5 Which of the following statements demonstrate administrative support activities in which you have personally engaged in? (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 and 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.
6 Which of the following calendaring duties do you have experience performing? (Check all that apply) Answer to this question is required
  • Reviewing, assessing and responding to incoming meeting requests
  • Preparing and disseminating meeting agenda, summaries and action items for follow up.
  • Identifying the appropriate parties to include in meeting.
  • Using Outlook to schedule meetings.
  • Scheduling meetings based on availability, time travel to meetings, priorities and deadlines.
  • None of the above.
7 Which of the following statements best describes your ability to prioritize and develop work assignments while effectively responding to day-to-day administrative changes? Answer to this question is required
  • I have not had experience, education or training performing this task.
  • I have had education or training in performing these skills, but have not yet performed them on the job.
  • I have performed these skills or components of these tasks on the job, with close supervision from a supervisor or senior employee.
  • I have performed these skills as a regular part of the job, independently and usually without review by a supervisor or senior employee.
  • I have supervised performance of these skills and/or I have trained others in performance of these skills and/or am normally consulted by others as an expert for assistance in performing this task.
8 Which of the following statements best describes your experience in planning, coordinating and establishing work tracking systems to monitor action items and office deadlines? Answer to this question is required
  • I have not had experience or training in planning, coordinating and establishing work tracking systems to monitor action items and office deadlines.
  • I have completed training in planning, coordinating and establishing work tracking systems to monitor action items and office deadlines, but have not yet performed this task on the job.
  • I have planned, coordinated and established work tracking systems to monitor action items and office deadlines on the job under close supervision by a supervisor, manager, or senior employee to ensure compliance with established procedures.
  • I have planned, coordinated and established work tracking systems to monitor action items and office deadlines as a regular part of the job, independently and usually without review by a supervisor or senior employee.
  • I have planned, coordinated and established work tracking systems to monitor action items and office deadlines as a central or major part of my work. I have performed it myself routinely, and I have trained others in performance of this task, and/or others have consulted me as an expert for assistance in performing this task.
9 Which of the following funds management duties do you have experience performing? (Check all that apply) Answer to this question is required
  • Tracking income and expenditures for funds
  • Entering financial transactions into an automated tracking system
  • Reconciling financial reports
  • Ensuring accurate financial communication with program managers
  • Ensuring that expenditures do not exceed authorizations in accounts
  • Determining and verifying financial and other codes to be used based on transaction, source, purpose and program.
  • Compiling and extracting information used to prepare internal reports
  • Preparing and tracking forms for billing, receiving, disbursing and/or transferring funds
  • I have education and/or training in funds management, but I do not have experience performing these duties
  • I do not have experience, education or training in funds management
10 Which of the following describe your experience in the performance of procurement activities? (Check all that apply) Answer to this question is required
  • I have prepared requisitions for office supplies, maintenance and equipment.
  • I have tracked invoices and work orders on contracts.
  • I have ordered a variety of goods and services requiring a range of support transactions.
  • I have knowledge of Federal procurement regulations/procedures.
  • I have researched product options, availability and pricing.
  • I have prepared bid/quote summaries.
  • I have used a Corporate Credit Card Purchasing program.
  • I do not have any experience as described in the choices above.
11 Which of the following procurement duties have you performed? (Check all that apply) Answer to this question is required
  • Ordering a variety of goods and services
  • Entering procurement data into an automated system
  • Tracking delivery of goods and services
  • Ensuring appropriate approval for procurement orders
  • Completing a variety of procurement forms
  • Purchasing a variety of goods and services
  • Obtaining prices for available goods and services
  • Conducting market surveys for available goods and services
  • Conducting inventories and maintaining property accountability
  • I have education and/or training in procurement, but I do not have experience performing these duties
  • I do not have experience, education or training in procurement
12 Which of the following demonstrates your experience coordinating travel or preparing for meetings? Experience means you have independently performed this task numerous times without review or assistance from others. (Check all that apply) Answer to this question is required
  • I have prepared travel related documents in accordance with Federal Travel Regulations (FTR) procedures and/or regulations.
  • I have prepared travel related documents in accordance with on-line booking engines.
  • I have advised office personnel on travel requirements and procedures.
  • I have explained the complexities of travel requirements to office personnel and provided guidance on appropriate travel documentation.
  • I have prepared and/or reviewed travel vouchers for compliance with current guidelines.
  • I have prepared individual travel orders for domestic travel.
  • I have prepared individual travel orders for foreign travel.
  • I have prepared individual travel vouchers for domestic travel.
  • I have prepared individual travel vouchers for foreign travel.
  • I have prepared invitational travel orders.
  • I have prepared travel related documents using an automated system, such as Travel Manager.
  • I have reconciled travel problems.
  • I have not performed any of the above tasks.
13 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.
14 Which of the following best describes your experience performing research prior to preparing written materials? (Select only one answer) Answer to this question is required
  • I have worked in a library or other research setting where I have assisted users in understanding basic research tools and/or assisted patrons in locating general resources.
  • I have experience conducting and/or organizing research to prepare major reports for work-related projects according to established deadlines and/or research papers for course work.
  • I have completed research papers for high school or college course work.
  • I have not performed any of the above.
15 Which of the following statements best describes your experience proofreading letters or other documents for grammatical, spelling, and typographical errors? Answer to this question is required
  • I have not had experience, education or training proofreading letters or other documents for grammatical, spelling and typographical errors.
  • I have completed formal education or training proofreading letters or other documents for grammatical, spelling and typographical errors, but have not yet performed this task on the job.
  • I have proofread letters or other documents for grammatical, spelling and typographical errors under close supervision by a supervisor, manager, or senior employee to ensure compliance with established correct procedures.
  • I have proofread letters or other documents for grammatical, spelling and typographical errors as a regular part of the job, independently and usually without review by a supervisor or senior employee.
  • I have proofread letters or other documents for grammatical, spelling and typographical errors as a central or major part of my work. I have performed it myself routinely and I have trained others in performance of this task, and/or others have consulted me for assistance in performing this task.
16 Which of the following statements describe the 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.
17 Which of the following statements reflect 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 these duties 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 experience as described in the choices above.
18 Which of the following statements describe your ability to communicate orally? (Check all that apply) Answer to this question is required
  • I have orally presented ideas and decisions to internal and external contacts.
  • I have explained and/or interpreted facts orally such as conducting tours of facilities and explaining the work performed by the organization.
  • I have prepared and exchanged information to management that was fairly demanding.
  • I have prepared and exchanged information that was routine in nature.
  • I have communicated with a variety of individuals which may involve explanation of involved procedures.
  • I have completed college level courses in such subjects as speech or public speaking.
  • I have not performed any of the tasks above.
19 Which best describes your highest level of experience in effectively communicating orally in order to obtain information and convey results? Answer to this question is required
  • I have not had experience, education or training in performing this task.
  • I have completed formal education or training in performing this task, but have not yet performed this task on the job.
  • I have performed this task on the job under close supervision by a supervisor, manager, or senior employee to ensure compliance with established correct procedures.
  • I have performed this task as a regular part of the job, independently and usually without review by a supervisor or senior employee.
  • This task has been a central or major part of my work. I have performed it myself routinely, I have trained others in performance of this task, and (or) others have consulted me as an expert for assistance in performing this task.
20 Which of the following best describes your experience with interpersonal communication in an organizational setting? (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 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, 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 discuss issues and options available with program managers.
  • I have communicated with employees to obtain their ideas, transmit management's views to them and to 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 performed any of the above functions.
21 Do you have demonstrated skill in preparing visual charts and graphs using an automated software program such as MicroSoft Excel? Answer to this question is required
  • Yes
  • No
22 Which of the following tasks have you independently performed numerous times without review or assistance in Microsoft Excel or another similar program? (Check all that apply) Answer to this question is required
  • I have used spreadsheet software to create spreadsheets and charts from scratch, as necessary.
  • I have used spreadsheet software to create reports, formulas/summaries, and/or sort data.
  • I have used spreadsheet software to generate tables and graphs from data.
  • I have used spreadsheet software package to track personnel actions and/or financial transactions.
  • I have input information into an already existing spreadsheet.
  • I have modified an existing spreadsheet or spreadsheet format.
  • I have created reports from established spreadsheets.
  • I have not performed any of the above tasks.
23 Which of the following automated tasks have you performed within past year? (Please remember that your resume will be used to verify this information.) 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 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 program to prepare time and attendance records.
  • I have not performed any of the above tasks.
24 Which of the following software applications have you used regularly as part of your job for and are proficient in using? (Check all that apply) Answer to this question is required
  • Access
  • Outlook
  • PowerPoint
  • Canva
  • Microsoft Visio
  • Adobe Photoshop
  • Adobe InDesign
  • Windows
  • Mac
  • Excel
  • Microsoft Word
  • None of the above
25 Which of the following describes your experience providing customer service to the public and/or staff? (check all that apply): Answer to this question is required
  • I have received telephone calls, inquiries or requests for information, and determined referral or provided information to caller.
  • I have interacted with the public and staff members exercising tact and diplomacy.
  • I have responded to routine inquiries and directed more technical inquiries to appropriate parties.
  • I have maintained an on-going relationship with customers, identified customer needs or problems and taken corrective action.
  • I have exercised tact in responding to telephone calls, screening calls, and referring calls to appropriate staff members or personally handling matters not requiring technical knowledge.
  • I have used customer service skills to work with individuals both internal and external to the organization.
  • I have worked effectively under pressure where fluctuating deadlines and priorities often occur.
  • I have maintained composure under stressful situations in dealing with a variety of people.
  • I have independently followed through on informational requests and been able to adapt to fluctuating deadlines and priorities.
  • I have not performed any of the above tasks.
26 Which of the following administrative and/or clerical duties do you have experience performing? (Check all that apply) Answer to this question is required
  • Answering telephones
  • Tracking time and attendance
  • Faxing documents
  • Using a computer to prepare documents, forms and other written material
  • Duplicating documents using a photocopy machine
  • Filing documents
  • Greeting and directing visitors in a professional manner
  • Maintaining and organizing office filing systems
  • Arranging and coordinating conferences, lectures and similar meetings
  • Reviewing correspondence for grammar, format and correctness
  • Responding to customer inquiries in a professional environment
  • Receiving, opening and distributing mail
  • Maintaining a suspense system to ensure that work is accomplished in a timely manner
  • I do not have experience, education or training in this field
27 Which of the following describe your experience in developing and maintaining filing systems? (Check all that apply) Answer to this question is required
  • I have filed documents in an established filing system.
  • I have reorganized filing systems to make information more easily accessible.
  • I have established and maintained one or more new filing systems.
  • I have developed and organized filing systems to ensure easy access and maintenance of office documents.
  • I have developed and implemented standard operating procedures on establishment and maintenance of filing systems to assure easy access to and maintenance of office documents.
  • I have trained others on developing and maintaining filing systems.
  • I have filed documents using an automated filing system.
  • I have not performed any of the above tasks
28 Which of the following most closely represents your experience with planning, coordinating, and arranging meetings, conferences or workshops? Answer to this question is required
  • I have independently planned and coordinated high-level conferences/meetings/workshops to include participation on the national level or equivalent echelons in private industry. This included advising attendees on meeting agenda; travel requirements; identifying security issues and arranging for authorized access/entry; making arrangements for conference/meeting rooms and insuring availability of required equipment.
  • I have independently planned and coordinated high level conferences/meetings/workshops within my organization (typically with heads of offices or museums). This included making travel arrangements, insuring proper meeting rooms were reserved, and insuring for proper levels of access.
  • I have independently arranged meetings for my assigned office/organization. This typically involves arranging for a conference room/office, and informing attendees of time and location. Attendees are typically from within the local organization but may have occasionally included other offices or external parties. If travel is involved, it is typically arranged for by the attendee's organization/office.
  • I have typically arranged meetings for my office/organization based on specific instructions from my supervisor or other higher-level employee. Arrangements are typically limited to reserving an office or conference room and informing attendees of time and location. Attendees are typically from within the same office/organization.
  • I do not have any experience as described in the choices above.
29

Which of the following time and attendance duties do you have experience performing? (Check all that apply)

Answer to this question is required
  • I have entered time and attendance codes into an automated system.
  • I have filed time and attendance sheets.
  • I have tracked time and attendance and leave for assigned staff.
  • I have ensured that time and attendance sheets are coded properly.
  • I have used knowledge of time and attendance rules and regulations to provide guidance to employees on time and attendance.
  • I have education and/or training related to time and attendance, but I do not have experience performing these duties.
  • I do not have experience, education, or training related to time and attendance.
30 Which of the following statements best describes your experience in planning, coordinating and establishing work tracking systems to monitor action items and office deadlines? Answer to this question is required
  • I have not had experience or training in managing complex calendaring and any related travel arrangements.
  • I have completed training in managing complex calendaring and any related travel arrangements, but have not yet performed this task on the job.
  • I have planned, coordinated and managed complex calendaring and any related travel arrangements on the job under close supervision by a supervisor, manager, or senior employee to ensure compliance with established procedures.
  • I have planned, coordinated and managed complex calendaring and any related travel arrangements on the job, independently and usually without review by a supervisor or senior employee.
  • I have planned, coordinated and managed complex calendaring and any related travel arrangements on the job as a central or major part of my work. I have performed it myself routinely, and I have trained others in performance of this task, and/or others have consulted me as an expert for assistance in performing this task.
31 Which of the following reflects your experience in project management? (Check all that apply.) Answer to this question is required
  • I have led the planning, organization, and execution of projects with multiple components.
  • I have developed and monitored complex project schedules with multiple, simultaneous workflows and deliverables.
  • I have developed and monitored project budgets.
  • I have been responsible for project procurement.
  • I have resolved conflicts and differences among project/team members.
  • I have managed projects and/or teams with staff from outside organizations.
  • I have written reports for management review and approval.
  • None of the above.
32 Which of the following statements reflect your experience in ensuring that the project is successfully accomplished? (Check all that apply) Answer to this question is required
  • I have set team goals, made work assignments, and reviewed technical quality of deliverables.
  • I have reviewed the work of team members and have provided guidance and training.
  • I have set program or project goals and objectives to be accomplished.
  • I have monitored and tracked program and organizational accomplishments.
  • I have established and tracked program goal and objectives related to performance measures.
  • I have established and monitored program delivery cost controls.
  • I have established and monitored quality control and quality assurance processes.
  • I have set due dates and ensured timeliness of deliverables.
  • I have led a team or group with various levels of experience, skills, orientation, or perspective.
  • I have established and coordinated office policies, standard operating procedures, etc.
  • I have prepared scheduLes for completion of work.
  • I have assigned work to team members based on priorities.
  • I have managed projects simultaneously of varying scope, size and budget.
  • All or most of my projects have been delivered on time.
  • I have not performed any of these tasks.

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.