OPEN DATE: April 1, 2024
CLOSING DATE: April 22, 2024
POSITION TYPE: Trust Fund (non-federal)
APPOINTMENT TYPE: Indefinite
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
Position sensitivity and risk: Non-sensitive (NS)/Moderate Risk
Open
to all qualified applicants
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 and 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 (Child Care), Flexible Spending Account
(Health & Dependent Care).
Conditions of Employment:
Pass Pre-employment Background Check and Subsequent
Background Investigation for position designated as low risk.
Complete a Probationary Period
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.
Trust applicants must meet all qualification and eligibility requirements within 30 days of the closing
date of this announcement.
Work Environment:
Work is hybrid, the incumbent is expected to be in-office two days
per week. Work is performed in an office setting, although there are occasional visits to Smithsonian units, research sites/museums to meet
with project staff. The working hours are Monday – Friday (variable hours between 7am-6pm
ET).
OVERVIEW
Founded in 1846, the Smithsonian is the world’s largest museum and research complex of 19
museums and galleries, the National Zoological Park and nine research facilities. There are 6,000 Smithsonian employees, including
approximately 500 scientists. Smithsonian staff submit grant and contract proposals and receive over $100M in funding each year from
government and private sources in support of research, education, and exhibit programs.
The Office of Sponsored Projects (OSP) is the
primary contact of administrative and financial interface between the Smithsonian (1) public and private organizations that provide funds
for research, exhibitions, and other sponsored activities, (2) Federal government officers charged with writing/enforcing regulations
related to research funded through grants and contracts.
The position is in the Post-Award section of the Office of Sponsored
Projects, which has decision-making authority, policy analysis, and interpretation, providing advice and problem resolution services to
Principal Investigators (PIs) and unit financial managers regarding post-award financial management of grants and contracts. The position is
responsible for preparing technical advice, financial analysis for management, and performing complex administrative financial and audit
tasks in OSP’s functional accounting area. This includes determining the indirect cost rate formulation, application, and
establishment processes for the Smithsonian, as well as audit schedules and various sponsored project reports and reconciliations.
DUTIES AND RESPONSIBILITIES
Prepare and Consolidate the Incurred Cost and Forward Pricing Indirect Cost Rate
Proposals
The incumbent prepares two sets of multi-rate Smithsonian proposals for submission to the government. Prepares an incurred
cost submission which details the actual costs incurred for the Smithsonian Mall activities during the last completed fiscal year, to
establish final indirect cost rates for that year. Prepares a projected indirect cost rate proposal for the Smithsonian activities in one or
more future years, in order to establish the indirect cost rates and employee benefit rates for proposal and billing purposes. Works with SI
central offices to update SIERP with new rates.
Develop, Analyze, and Reconcile Sponsored Project Audit Schedules and Reports
The incumbent develops, reconciles, and analyzes audit schedules between financial statements and detailed sub ledgers. Prepares
audit schedules showing addition and deletion of pledges and submits schedules to auditors for the financial statement audit, as well as
prepares a Schedule of Expenditure for Federal Awards (SEFA) for the OMB Uniform Guidance single audit and other audits.
Financial
Analysis
The incumbent develops, analyzes, and reconciles monthly activity reports and recommends corrective actions. Reports
include deficit, prepayment, and monthly metrics reports, as well as monthly interactive dashboard. Incumbent maintains complete
documentation for all reporting and reconciles reports, including billings, to the General Ledger.
Administrative, Reporting and
Professional Development
Conducts best business practices through analyzing and researching the impact of externally driven and
internal changes on research-related policies, procedures, and systems, and prepares written reviews, interpretations, and recommendations.
Provides formal and informal training about multifaceted issues related to financial grant administration and policy. Participates in OSP
grant management workshops and seminar presentations. Identifies administrative practices, policies or procedures which should be developed
or revised to enhance the quality of financial management services. Works closely with all units in management and implementation of
relevant fiscal aspects of grants and contracts. Prepares periodic management reports and metrics and ensures all grants and contracts
documentation, information, and correspondence are kept and available for review and audit. Maintains a reference manual on indirect cost
calculation processes and works with OSP colleagues to maximize the quality of services provided to its clients. Participates in OSP
meetings and attends professional training opportunities.
Financial management and invoicing
Provides back up support to the
post award team in managing the financial aspects of sponsored projects, to include preparing invoices and financial reports required by
sponsors. Provides guidance on grant/contract related questions and works with management to resolve complex financial issues regarding
sponsored project expenditures, allowability, allocability and reporting.
QUALIFICATION REQUIREMENTS
OSP
employees are mission driven; we take initiative, pursue goals with minimal supervision and are adept at managing multiple assignments
effectively.
Mastery of the professional knowledge of accounting theories, practices, methods, and techniques to conduct analysis and
develop corrective action for any discrepancies identified and/or developed using benchmark best practices.
Supervisor outlines
available resources for post-award work and provides objectives. The incumbent and supervisor, in consultation, discuss timeframes, scope of
the assignment including stages, and possible approaches to establish and execute a work schedule, ensuring that the necessary financial
analysis, approvals, negotiations, and other requirements are completed in a timely manner. The employee is a technical authority with
responsibility for planning and carrying out the assignment; resolving most of the conflicts that arise; coordinating the work with others
as necessary; interpreting policy and regulatory requirements; developing changes to plans and/or methodology; and/or providing
recommendations for improvements to meet program objectives.
Guidelines consist of OMB circulars, directives, regulations,
Smithsonian program goals and policy statements and policies that are general in nature; pertain only to routine issues and matters; are
stated in terms of goals to be accomplished rather than the approach to be taken. Although these guidelines provide general guidance, often
they do not have specific applicability to the particular grant/contract and the wide variety of situations encountered at the Smithsonian.
The incumbent must select and apply the most appropriate procedures relating to grant/contract account fund establishment and financial
accounting and reporting.
Work consists of performing varied duties that require resolving particularly difficult and complex
problems in highly responsible circumstances. The work also requires applying many different and unrelated processes and methods to a broad
range of activities or to activities that entail substantial depth of analysis. The incumbent selects appropriate techniques and guidelines
to research, analyze, resolve, collaborate, and recommend solutions to various assignments. The incumbent must make judgments and decisions
under considerable amounts of pressure.
The purpose of the work is to provide advice and guidance on complex financial issues, and to
provide an independent and critical analysis on the calculation, review, and negotiation of Institutional indirect costs, to ensure that SI
is maximizing indirect cost recovery on sponsored projects. The work directly affects the planning, justification, and execution of
sponsored projects budget, as well as the financial well-being of Smithsonian.
Contacts are made to influence, motivate, persons or
groups when there is wide disagreement on the merits of a proposed action, or when persons contacts are fearful, or uncooperative. Contacts
are made to calculate indirect cost rates, respond to audit requests, resolve financial matters of grants and contracts with Federal,
private foundation and corporate officials and subgrant collaborators. They are also used to analyze routine or complex grant/contract
issues, advise principal investigators and administrative staff of Smithsonian policies and administrative procedures, and ensure a proper
and supportable course of action.
At least 1 year of that experience must have been specialized experience at or equivalent to work
at the grade 11 level, and must have provided the knowledge, skills, and abilities to successfully perform the work of the position as
described above.
Applicants, who wish to qualify based on 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 your application being rejected and may also result in termination after employment
begins.
The Smithsonian Institution values and seeks a diverse workforce. 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.
About Smithsonian
Institution
Founded in 1846, the Smithsonian is the world’s largest museum and research complex of 19 museums and galleries, the
National Zoological Park and nine research facilities. There are 6,000 Smithsonian employees, including approximately 500 scientists. The
total number of objects, works of art and specimens at the Smithsonian is estimated at nearly 137 million.
Please apply here: https://trustcareers.si.edu/postings/446025fa-cfc6-4c83-9a55-be3bffea7a36
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