What are the responsibilities and job description for the Human Resources Assistant position at Smithsonian?

Human Resources Assistant (IS-0203-6 / 7)

Application Deadline : 26 February 2025

Department : Smithsonian Astrophysical Observatory

Employment Type : Full Time

Location : Cambridge, MA

Compensation : $50,920 - $73,563 / year

Description

OPENING DATE : February 5, 2025

CLOSING DATE : February 26, 2025

SERIES / GRADE : IS-0203-6 / 7

TYPE OF POSITION : Trust Indefinite (Non-Federal)

DIVISION : Human Resources Department

LOCATION : Cambridge, MA

AREA OF CONSIDERATION : This position is open to all eligible candidates.

More than 1 position may be filled.

This is a career ladder opportunity, candidates selected at the grade 6 may be non-competitively promoted to a grade 7 upon recommendation of the supervisor based on classification requirements, satisfactory performance, and employee qualifications.

What are Trust Fund Positions?

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit / Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Childcare), Flexible Spending Account (Health & Dependent Care).

Conditions of Employment

Pass Pre-employment Background Check and Subsequent Background Investigation, as required.

Complete a Probationary Period if applicable.

Maintain a Bank Account for Direct Deposit / Electronic Transfer.

The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.

Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

INTRODUCTION The Smithsonian Astrophysical Observatory (SAO) is at the forefront, internationally, of the scientific exploration of the universe. SAO combines its resources with those of the Harvard College Observatory to form the Harvard-Smithsonian Center for Astrophysics (CfA). The CfA is the best-known astrophysics center in the world. Its programs range from ground-based astronomy and astrophysics research to space-based research, the engineering and development of major scientific instrumentation for space launch and use in large ground-based facilities, and research designed to improve science education. The research objectives of SAO are carried out primarily with the support of Government and Smithsonian Institution funds, with additional philanthropic support. Government funds are in the form of Federal appropriations or the form of contracts and grants from other agencies. In contrast, Institution funds are available to SAO through grants from the Institution's Restricted Funds, Special Purpose Funds, Bureau Activities, Business Activities, and non-Federal contracts and grants.

SUMMARY The purpose of this position is to provide specialized clerical / administrative support and technical assistance to the Department in the areas of staffing, classification, and employee relations / benefits. The position is at full performance level at the grade 7.

MAJOR DUTIES

Incumbent performs the full range of personnel processing functions for SAO employees under both the Federal and Trust Fund personnel systems, to include coding and entering data into the National Finance Center (NFC) system via automated HRMS system and reviewing all actions for technical accuracy in accordance with Federal, Smithsonian and NFC requirements and regulations.

Runs monthly reports within HRMS (e.g. HR ALPHA, Performance, and NTE Reports) and provides to Division Administrators for their review.

Works closely with the Human Resources Specialists (HRS) and supervisor to provide administrative assistance in the areas of recruitment, classification, employee relations and visas.

Initiates pre-employment / affiliation security checks, either through Docusign / Service Now process, or directly, provides required forms to selected candidate, and submits all required documentation to the Personnel Security and ID Office (PSIO) at the Smithsonian Institution (SI).

Conducts employee orientation for all new SAO employees, either virtually or in person, verifies I-9 electronically using e-Verify, and scans and files I-9 appropriately.

Responsible for the administration of completed Trust and Federal recruitment packages and promotion folders. Establishes and maintains electronic Official Personnel Folders (eOPFs) and uploads documents in accordance with regulations.

Provides assistance to SAO employees and administrative contacts in the resolution of pay and personnel data and processing problems; keeps supervisor and HRS informed of problems; researches and responds to routine questions regarding procedures and regulations, as well as regarding status of actions.

Assists in the administration of the SAO awards programs (i.e., cash, performance, service and time-off).

Administers, as a rotational assignment with other HR Assistants, SAO's Summer Hire Program and Volunteer program.

In addition, duties at the grade 7 may include :

Classifies clerical, lower grade technical and wage grade positions (as a result of new positions, position reviews, new USOPM standards, etc.) in accordance with USOPM position classification standards.

Representing SAO HR, participates in SAO-wide working groups and committees as requested.

Performs other duties as assigned.

QUALIFICATION REQUIREMENTS

Basic Requirements : Applicants for all grade levels are required to have one year of specialized experience directly related to the position to be filled and which has equipped the candidate with the particular knowledge, skills, and abilities to successfully perform the duties of that position.

Candidates for the grade 6 level must have one year of specialized experience equivalent to the next lower grade level (5). Experience at this level normally would include HR work that provided knowledge of, and skill in applying Federal and Trust Fund policies, procedures, guideline and regulations governing the processing of the full range of personnel functions for the clerical and procedural processing of a variety of actions.

Candidates for the grade 7 level must have one year of specialized experience equivalent to the next lower grade level (6). Experience at this level normally would have included HR work that provided knowledge of personnel programs to answer questions about employment opportunities, vacancy announcements, maintaining applicant files, and coding personnel data. Education may not be substituted for required specialized experience for grades 6 and 7.

Qualification requirements must be met within 30 days of the job announcement closing date. For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on the web at http : / / www.opm.gov / qualifications.

Knowledge, Skills, and Abilities required :

For Grade 6 level :

Knowledge of, and skill in applying, an extensive body of HR rules, procedures, and operations sufficient to perform a wide variety of interrelated and / or non-standard HR support work.

Ability to plan, coordinate, develop facts and / or provide support to answer standard inquiries concerning recruitment policies / procedures, promotional procedures, etc. Ability to research correct action codes from OPM website

Knowledge of priorities, commitments, procedures, practices, programs, assignments, and responsibilities of HR Department staff to provide timely and efficient administrative and clerical assistance.

Ability to work collaboratively and cooperatively as a team member and to perform duties under pressure of deadlines in a busy office setting.

Ability to communicate effectively in writing to include providing information via email to internal and external customers. Ability to use judgment and maintain confidentiality.

Ability to communicate effectively orally to include providing information to internal and external customers in a clear, concise and courteous manner.

For Grade 7 level :

Practical knowledge of Federal and Smithsonian Trust Fund recruitment policies, procedures, guidelines and regulations.

Practical knowledge of evaluation techniques for applying qualification standards in determining minimum eligibility for a wide variety of clerical, lower grade technical and wage grade positions.

Knowledge of merit promotion requirements / procedures and knowledge of regulations, rules, procedures, terminology, or requirements related to position classification and skill in applying this knowledge to work situations.

Ability to research Code of Federal Regulations, SI Handbooks, and memoranda, etc., to determine / explain personnel policies, procedures, and regulations.

Ability to make decisions, resolve problems or discrepancies based on knowledge of HR rules, regulations and procedures.

Education completed outside the United States must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.

Join us in "Inspiring Generations through Knowledge and Discovery."

Resumes should include a description of your paid and non-paid work experience that is related to this job; starting and ending dates of job (month and year); and average number of hours worked per week.

What To Expect Next : Once the vacancy announcement closes, a review of your resume will be compared against the qualification and experience requirements related to this job. After review of applicant resumes is complete, qualified candidates will be referred to the hiring manager.

Relocation expenses are not paid.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact hr@cfa.harvard.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. To learn more, please review the Smithsonian's Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer . We believe that a workforce comprising a variety of educational, cultural, and experiential backgrounds support and enhance our daily work life and contribute to the richness of our exhibitions and programs. See Smithsonian EEO program information : https : / / www.si.edu / oeesd.

The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http : / / www.cfa.harvard.edu /

Salary : $50,920 - $73,563

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