Management Analyst, IS-0343-13 chez Smithsonian Institution

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). 

This position is located organizationally in the Architect Engineering/Construction (AEC)Contracting Division, Office of Contracting & Personal Property Management (OCon&PPM), Under Secretary for Finance and Administration, Smithsonian Institution (SI).

SI is a museum and research complex dedicated to the increase and diffusion of knowledge. OCon&PPM is responsible for the overall planning, management and execution of SI’s contracting, simplified purchasing, personal property, travel and policy programs. This position provides management, assistance and technical analysis to OCon&PPM’s senior leadership and to staff member in the Contracting and Procurement divisions on matters concerning SI’s Procurement Systems – PeopleSoft Enterprise Resource Planning (ERP) Financials and Complex Acquisition and Contracting System (CACS), collectively known as the Smithsonian’s contracting systems. 
 

Financial Analysis
Coordinates technically sound solutions with the Office of the Chief Information Officer (OCIO) and tests systems solutions to make informed decisions around the capability and security of contracting systems. Executes a variety of studies and analyses of the contracting systems used, both OCon&PPM- and SI-wide. Evaluates system workflows for data integrity. Provides expert advice on system capabilities to support contracting strategy, workload forecasting and resource allocation. Conducts SI-wide reviews and inspections to ensure system integrity. Provides information and recommendations to senior management officials for meeting reporting and compliance requirements of higher authorities and external organizations. Interfaces with external oversight entities (e.g., OIG, OMB) to support compliance, audit readiness and data transparency initiatives. Designs performance metrics and dashboards to inform executive-level decision making and promotes accountability in contract execution.
 
Program Management
Provides primary management and oversight of SI contracting systems including participation in annual system and compliance reviews. Acts as lead in coordinating the contracting systems support services among contracting officers, finance personnel, IT developers and system vendors to identify system gaps, recommend solutions and implement enhancements. Works closely with OCIO to recommend system solutions and test system enhancements. Collaborates with acquisition leadership to ensure systems comply with the Federal Acquisition Regulation (FAR), SI policies and Office of Management and Budget (OMB) mandates. Develops, reviews and maintains standard operating procedures tied to the program area of responsibility; notifies staff of changes, when published. Provides guidance and training to OCon&PPM staff as it relates to all aspects of contract management in the SI contracting systems. Works with OCIO to review and approve standards around system identity and procedures for access management. Designs performance metrics and dashboards to inform executive-level decision-making and promote accountability in contract execution.

Serves as program lead for contracting systems governance and change control board activities, ensuring alignment with enterprise architecture and IT security frameworks.

Leads cross-agency working groups to address challenges in contracting system data standardization and digital modernization. Advises senior leadership on policy implications of financial system changes.

Authors policies, implementation guidance and white papers that shape the strategic direction of acquisition and financial systems across SI.

Oversees the implementation of federal mandates such as Changes in Federal Acquisition Regulation Acquisition through systems adaptation and training.

Represents the Institution in cross-agency initiatives, interdepartmental councils and federal working groups.

Provides guidance and mentorship to junior analysts and contracting officers.

System Administration
Troubleshoots issues impacting contract creation, modification, payment and reporting processes. Develops, tests and documents system updates and automation scripts. Builds and tests interfaces linking contracting systems, PeopleSoft and other platforms. Leads special projects related to acquisition systems modernization, data analytics and cross-functional system integration. Responsible for developing and maintaining process documentation as it relates to changes in FAR clauses and as published in the Federal Register. Routinely runs reports to identify contract actions with expiring funding lines and assists contract specialists other OCon&PPM staff in maintaining financial data accuracy in the contracting systems. Coordinates with the contracting officers to assist in the contract closeout process by ensuring final financial data are accurate, reconciled and reflected in the financial system. Drafts no-cost modifications such as period of performance extensions, administrative updates, Cost/Price Index increases and the exercise of option years. Tracks funding utilization and remaining balances to support final invoice and de-obligation efforts. Ensures internal controls are followed (e.g., signature authority, funding classification codes). Assists with developing policies, procedures and instructions on financial programs. Provides senior-level oversight of testing protocols and deployment plans for enterprise acquisition system enhancements. 
 
Monitors and analyzes contracting systems to identify deficiencies, vulnerabilities and opportunities for improvement. Analyzes procurement and financial transaction data to support reporting requirements, compliance audits and strategic sourcing initiatives. On the basis of analytical findings, develops recommendations for system modification or revision to implement needed improvements. Monitors trends and usage patterns, identifies anomalies, prepares and presents reports and provides authoritative advice to managers. Prepares detailed technical documentation and training materials. Conducts user training to increase system proficiency and improve adherence to acquisition policies. Responds to audit inquiries and incorporates systems solutions, where recommended. 
 
 

Education and Experience: To qualify for this position, applicants must possess a bachelor’s degree (B.A.) from an accredited four-year college or university and/or 3-5 years of related experience (described below); or an equivalent combination of education and experience.

Experience required for this position is as follows:

·       Mastery of, and skill in applying, business process design and automation concepts and methods sufficient to lead projects designed to identify potential improvements in the way IT is applied to key business functions. 
 

·       Mastery of systems analysis, database queries and report generation (SQL, Excel and business intelligence tools); ability to develop informational products and resources that convey quantitative and qualitative data and analysis. 
 
·       Complete familiarity with the FAR and the federal procurement lifecycle. 
 

·       Skill in problem-solving to interpret system outputs and propose efficient solutions. 
 

·       Ability to communicate both verbally and in writing to prepare, present and explain highly technical information. 
 

 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 (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