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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):

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.

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 managing administrative functions including projects, procurements, processing and monitoring financial transactions; performing financial reconciliations, preparing travel authorization, expense management and operations logistics 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; and developing Excel worksheets for budgets and to track projects.

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?

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)

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)

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)

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?

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 describe your experience in developing and maintaining filing systems? (Check all that apply)

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

9 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)

Access
Outlook
PowerPoint
Canva
Microsoft Visio
Adobe Photoshop
Adobe InDesign
Windows
Mac
Excel
Microsoft Word
None of the above

10 Which of the following statements best describes your experience in planning, coordinating and establishing work tracking systems to monitor action items and office deadlines?

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.

11 Which of the following funds management duties do you have experience performing? (Check all that apply)

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

12 Which of the following describe your experience in the performance of procurement activities? (Check all that apply)

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.

13 Which of the following procurement duties have you performed? (Check all that apply)

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

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)

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.

Which of the following best describes your experience in a museum or similar setting with financial tracking and processing, procurement, travel management, general office support, time and attendance and document preparation?

I have experience in a museum or similar setting with financial tracking and processing, procurement, travel management, general office support, time and attendance and document preparation.
I have experience in a museum or similar setting with financial tracking and processing, procurement, travel management, general office support and time and attendance.
I have experience in a museum or similar setting with financial tracking and processing, procurement, travel management and general office support.
I have experience with financial tracking and processing, procurement, travel management and general office support.
I have experience with financial tracking and processing, procurement and travel management.
I do not have related experience.

16 Which of the following reflects your experience in drafting, writing, and editing correspondence, reports, or other documents? (Check all that apply)

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.

17 Which of the following best describes your experience performing research prior to preparing written materials? (Select only one answer)

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.

18 Which of the following statements best describes your experience proofreading letters or other documents for grammatical, spelling, and typographical errors?

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.

19 Which of the following statements reflect your experience in drafting, writing, and editing correspondence, reports, or other documents? (Check all that apply)

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.

20 Which best describes your highest level of experience in effectively communicating orally in order to obtain information and convey results?

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.

21 Do you have demonstrated skill in preparing visual charts and graphs using an automated software program such as MicroSoft Excel?

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)

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 administrative and/or clerical duties do you have experience performing? (Check all that apply)

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

24 Which of the following most closely represents your experience with planning, coordinating, and arranging meetings, conferences or workshops?

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.

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

Entering time and attendance codes into an automated system
Filing time and attendence sheets
Tracking time and attendance and leave for assigned staff
Ensuring that time and attendance sheets are coded properly
Using 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

26 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:

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.

27 Which of the following statements best describes your experience in planning, coordinating and establishing work tracking systems to monitor action items and office deadlines?

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.

28 Which of the following reflects your experience in project management? (Check all that apply.)

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.

29 Which of the following statements reflect your experience in ensuring that the project is successfully accomplished? (Check all that apply)

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.

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.

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Grade: 09

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