Accounting Technician (0525-07) at Smithsonian Institution
Smithsonian Institution · Cambridge, United States Of America · Onsite
- Professional
- Office in Cambridge
OPENING DATE: November 7, 2025
CLOSING DATE: November 11, 2025
SERIES/GRADE: 0525/07
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Business Operations
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
CLOSING DATE: November 11, 2025
SERIES/GRADE: 0525/07
TYPE OF POSITION: Trust Indefinite (Non-Federal)
DIVISION: Business Operations
LOCATION: Cambridge, MA
AREA OF CONSIDERATION: This position is open to all eligible candidates.
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, 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 Accounting Technician is responsible for accounts payable functions within the Business Operations Division.
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 Accounting Technician is responsible for accounts payable functions within the Business Operations Division.
MAJOR DUTIES
- Provide input into the automated PeopleSoft-ERP Accounts Payable Subsystem. Responsible for processing vendor payments, troubleshooting accounts payable issues, and providing timely responses to inquiries from vendors and research administrators.
- Process on-line voucher payments with multiple funding sources. Verify vendor invoices, supporting documentation, purchase orders, and proper authorization prior to processing. Assess whether full or partial payment is being requested on the contact and ensure accurate line items are being charged, taking necessary actions when there’s any discrepancies.
- Ensure vendor information, including address, payment details, and tax identification number (TIN), is accurate and consistent between invoices and the ERP vendor database prior to processing payments.
- Reconcile purchase order (PO) and voucher activity to the subsidiary ledgers and general ledger. Research discrepancies between PO encumbrances and voucher expenses, request PO modifications and process voucher adjustments as needed. Collaborate with vendors, buyers and research administrators to resolve invoice discrepancies and clarify billing issues.
- Review all delinquent accounts payable invoices aged over 31 days and follow up with research administrators to ensure timely payment. Take proactive steps to prevent unallowable finance charges including interest and additional processing fees.
- Identify voucher with receipt match exceptions, document tolerance and budget check errors. Investigate and resolve discrepancies caused by incorrect PO, invoices, or receipts that delay vendor payments. Ensure proper justification when voucher override is needed.
- Maintain accurate and comprehensive electronic accounting files and supporting documentation for audits and compliance review. Provide support for internal and external audits.
- Assists with various daily business operations, including but not limited to tracking purchase requisitions, travel authorizations, employee reimbursements and other schedule payments including FedEx charges and rent payments.
- Performs other duties and projects as assigned.
QUALIFICATION REQUIREMENTS
Basic Requirements:
One year of full-time experience equivalent to grade 6 in a related field, including billing and accounts payable; working with automated accounting systems; using automated office applications to run reports; and preparing detailed invoices and supporting documentation for disbursed and cost reports.
Education
Education is generally not applicable for the substitution of the 1 year of
specialized experience. However, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.
Or a Combination
Education and experience may be combined to meet the basic qualifications; for example, a half year of experience and a half year of education in the field may be qualifying.
Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.
Knowledge, Skills, and Abilities required:
• Knowledge of accounting methods, procedures and techniques to conduct difficult and responsible analysis and determinations to validate transactions and to perform research to resolve inconsistencies.
One year of full-time experience equivalent to grade 6 in a related field, including billing and accounts payable; working with automated accounting systems; using automated office applications to run reports; and preparing detailed invoices and supporting documentation for disbursed and cost reports.
Education
Education is generally not applicable for the substitution of the 1 year of
specialized experience. However, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.
Or a Combination
Education and experience may be combined to meet the basic qualifications; for example, a half year of experience and a half year of education in the field may be qualifying.
Part-time and/or unpaid experience related to this position will be considered to determine the total number of years and months of experience. Be sure to note the number of paid or unpaid hours worked each week.
Knowledge, Skills, and Abilities required:
• Knowledge of accounting methods, procedures and techniques to conduct difficult and responsible analysis and determinations to validate transactions and to perform research to resolve inconsistencies.
• Knowledge of the interrelationships of various accounting systems applications include ERP systems and other computer file systems and content to resolve problems of processed transactions.
• Knowledge of established bookkeeping and accounting methods and techniques for receiving, reviewing for accuracy and processing accounts payable transactions.
• Knowledge of policies and procedures related to accounts payable as promulgated by SI, SAO, the US Treasury, and all other regulating bodies.
• Knowledge of enterprise financial information systems as related to accounts payable functions such as vendor maintenance, the entry of regular and correction vouchers, payment processing, and resolution of exceptions.
• Knowledge of procedures used to enter, modify, retrieve, and delete information in an automated accounting system.
• Knowledge of interpersonal skills required to obtain accurately or to communicate effectively information in an environment that can sometimes be marked with urgency or conflict to ensure the timely resolution of discrepancies and payment-related problems.
• Knowledge of digital file management to organize and maintain electronic documents.
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 [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.
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.
The Smithsonian Astrophysical Observatory is an equal opportunity employer. Please visit the SAO website at http://www.cfa.harvard.edu/
