Vendor Maintenance Technician (IS-0503-06) at Smithsonian Institution
Smithsonian Institution · Washington, United States Of America · Onsite
- Office in Washington
OPEN DATE: September 19, 2025
CLOSING DATE: October 3, 2025
POSITION TYPE: Trust Fund
APPOINTMENT TYPE: Indefinite
SCHEDULE: Full Time
DUTY LOCATION: Washington, DC
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 (Child Care), Flexible Spending Account (Health & Dependent Care).
Conditions of Employment
- Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
- 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.
- Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.
OVERVIEW
This position is in Vendor Maintenance (VM), Accounting Operations, Office of Finance and Accounting (OF&A), Under Secretary for Administration, Smithsonian Institution.
OF&A is SI’s central accounting office and responsible for the integrity of internal controls, financial policies and procedures and the management of central accounting and financial services functions. This position performs a variety of tasks to ensure the accuracy and integrity of VM and accounts receivable customer databases. The incumbent is responsible for entering vendor and customer details in the financial accounting system, verifying banking and tax information, maintaining electronic and paper files, resolving problems, and supporting audits. Performs day-to-day system maintenance and provides customer service to SI personnel
OF&A is SI’s central accounting office and responsible for the integrity of internal controls, financial policies and procedures and the management of central accounting and financial services functions. This position performs a variety of tasks to ensure the accuracy and integrity of VM and accounts receivable customer databases. The incumbent is responsible for entering vendor and customer details in the financial accounting system, verifying banking and tax information, maintaining electronic and paper files, resolving problems, and supporting audits. Performs day-to-day system maintenance and provides customer service to SI personnel
DUTIES AND RESPONSIBILITIES
Federal Funds Processing
- Utilizes accounting systems and procedures to ensure vendors are paid correctly.
- Provides quality customer service by responding to inquiries regarding customer and/or vendor data requirements and assists personnel regarding completing and submitting appropriate forms.
- Interprets vendor corporate structure (i.e., sole proprietor, partnership, corporation, etc.) to properly implement IRS tax reporting.
- Verifies vendor information by reviewing customer and vendor enrollment forms, banking information, tax information and System Award Management (SAM) profiles for accuracy and completeness or discrepancies.
- Analyzes the vendor enrollments received in the customer service portal (i.e., Service Now) system.
- Reconciles any discrepancies between the vendor enrollment requests against the support documentation submitted in the customer service portal.
- Isolates inconsistencies between the vendor enrollment forms and/or SAM with the information.
Operations Support
- Performs data entry by assigning control data and processes requests to add or revise customer and/or vendor details in the AR or VM module of the financial accounting system.
- Establishes vendor records in accordance with Smithsonian directives and other applicable federal regulations (i.e., IRS).
- Performs database maintenance to establish, modify, and/or inactivate database records to include supplier vendors or accounts receivables.
- Reviews information received from other federal agencies (i.e., Dept of Labor, OPM, TSA, etc.), and ensures that the requests are set up as a proper government vendor.
- Enters data into the Enterprise Resource Planning system to properly reflect vendor's legal and tax information, and account receivables customers.
- Validates vendor names and tax ID with the IRS by submitting online requests with the IRS through a secure log on.
Process Control
- Maintains physical and electronic files in accordance with OF&A data retention policies and provides supporting documentation for specific transactions as requested.
- Inputs vendor customer data (i.e., tax id, banking information, addresses, and tax reporting) into the ERP system.
- Prepares vendor reports showing evidence of work service payments and/or purchase order status.
- Provides input, to supervisor, of report(s) status and any discrepancies.
- Assures tax reporting is correct to ensure the proper information is reported to the IRS.
- Executes corrective action, assigned by the supervisor, for incorrect information found by the tax accountant.
Performs other duties as assigned.
QUALIFICATION REQUIREMENTS
- Practical and developing knowledge of the procurement process and purchase order procedures and rules to conduct responsible determinations within a complete vendor enrollment system, to validate vendor requests, and to perform research to resolve inconsistencies.
- General knowledge of federal regulations and guidance concerning the maintenance and management of accounting records.
- Knowledge of established procedures, guidance, and resources to perform regular and routine account management and maintenance actions.
- Skill in utilizing established procedures to resolve regular and recurring user account related issues.
- Skill in entering data and tracking vendor information accurately, in order to maintain proper record keeping.
- Ability to resolve payment issues caused by customer and/or vendor data.
- Ability to accurately enter data and track transactions through payment, generate reports documenting the transaction, and maintain proper documentation.
- Ability to communicate clearly and concisely both verbally and in writing with all levels of the organization.
- Ability to create customer and/or vendor records.
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 [email protected]. 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 (https://www.si.edu/OEO/IndividualswithDisabilities).
The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact [email protected]. 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 (https://www.si.edu/OEO/IndividualswithDisabilities).
The Smithsonian Institution is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo
