Total 118 Others level Art / Design / Entertainment job vacancies in District 1, Ho Chi Minh

The Steam and Chilled Water Utility Distribution System serves all the buildings located throughout the Capitol Hill complex via underground utility tunnels.

Must be able to obtain and maintain a Confined Space Certification to inspect underground utility tunnels.

This position requires a valid D.C. or State motor vehicle operator’s license.

Major duties: 

Utility Management (40%)

Serves as facility operations specialist to the Utility Distribution Branch for all issues related to distribution utility management, operations and maintenance, utilities operations management, quality assurance and maintenance contract compliance.

Using the Facilities Condition Assessment, other inspections, WebTMA analysis and client input, the incumbent develops program requirements to perform preventive maintenance, scheduled and unscheduled work and facility sustainment.

The incumbent utilizes a comprehensive knowledge of facility-related operating functions pertaining to high-pressure steam (150 psi) and large diameter chilled water systems to identify critical issues and determine how they may be resolved.

Conducts regular surveys and tours to determine existing layout and conditions of work areas, facility conditions, and system operational status.

Manages and maintains facility information, correspondence and other pertinent records for required retention periods.

Works to develop photographic database capabilities to enable better project management and budget justification.

Develops and implements a program to track recurring work such as repetitive service calls.

Participates in long range planning and evaluation of work operations. Through operations inspections and analysis of work record results, evaluates contractor performance and quality of executed work.

Assists with the operation and maintenance of the UDS and its assets and provides insight in determining potential energy conservation measures.

Confers with service contractors and material suppliers on the status of activities and deliverables.

Project Management (20%)

This position provides project management in support of small-scale facilities, utility management operations and repair projects.

Serves as a Project Manager with responsibility to develop and manage the design and construction of minor renovation projects.

Serves as a technical specialist and a key source of information for assigned areas of accountability.

Performs: (1) life-cycle project management expertise; (2) coordination and execution of project planning and programming; (3) conceptual design development support to include development of statement of work, market research and government estimates; (4) equipment installation; (5) commissioning; and (6) post action evaluations. Responsible for development and management of studies.

Consultant/Contractor Oversight (25%)

Serves as the Contracting Officer’s Representative (COR) for contracts such as annual Health and Safety Audits, General UDS Operations and Maintenance, vehicle maintenance and other contract support.

Monitors contract fund balances, the status of projects and contract modifications and recommends fund realignments as needed.

Technical Advice and Guidance (15%)

Provides guidance, technical advice, and consultation on program and project administration. Contributes to the resolution of technical difficulties that are amenable to changes in approach, criteria or requirements.

Utilizes professional expertise to develop and review: (1) technical specifications; (2) construction documents; (3) internal government cost estimates; (4) construction cost estimates; (5) statements of work; and (6) work plans for construction projects and professional design services.

Observes and monitor repair/construction and maintenance operations to identify unforeseen problems.

**Duties quoted at GS-11 level; If selected at the GS-07 or GS-09, candidate will have non-competitive promotion potential to the GS-11.**

The Security Specialist performs a variety of security tasks in the resilience and security programs.

• Represents OCSO as an expert source for personnel suitability information and program management to AOC jurisdiction.
• Conducts staff visits to provide on-site training/assistance for the AOC Personnel Suitability Screening and Full-Time Employee (FTE) / Contractor Badge Tracking Portal.
• Performs personnel suitability and controlled unclassified information security inspections of AOC jurisdictions, as required.
• Represents OCSO at a variety of external meetings to discuss personnel suitability matters, provides guidance or instruction and/or resolves discrepancies or issues.
• Responsible for the destruction of classified material for the AOC and briefs officials on their duties and responsibilities regarding such matters.
• Maintains records of classified material destroyed. In the absence of the designated Security Officer, accomplishes all tasks incident to the classification, downgrading, declassification, marking, physical protection and destruction of classified material generated in or furnished to the AOC.
• Serves as classified custodian for the receiving, controlling and destroying of all classified material up to and including Top Secret.

Applicants must follow all relevant safety rules, regulations and standard operating procedures; Also must utilize knowledge of and must comply with all OSHA safety rules and regulations to ensure that work progresses in a safe manner. Provides or receives training, either on-the-job or through classroom training, to ensure that all safety practices and equipment are fully utilized. Uses required Personal Protective Equipment (PPE).

Performs other related duties as assigned.

** Must be able to obtain and maintain a Top-Secret security clearance.**

The Fire Protection Engineer assists the Supervisory Fire Protection Engineer, Facilities Support Division with the fire protection systems, fire alarm systems and utilities in the Library Buildings and Grounds.

Fire Protection Engineering Support 

• Performs major, complex phases of specific assignments or projects designed to accomplish comprehensive goals of Fire Protection Engineering.
• Provides assistance to lower grade employees and exercises overall responsibility for assigned projects.
• Typical assignments may include:
• Surveying existing fire protection and fire alarm systems.
• Developing details of working drawings and preparing preliminary cost estimates for assigned features.
• Developing alternate layouts to determine feasibility, economy, suitability, and practicability of the current design.
• Developing conceptual solutions to improve design features.
• Identifies problems concerning fire protection systems, features of structures, and reviews shop drawings prepared by contractors to ensure compliance with contract requirements and national codes, calling attention to instances of non-compliance, modifications required, etc.
• Conducts regular interactions with other division staff and staff in other organizations in order to complete work assignments.

Project Management

• With minor oversight, performs project management tasks such as:
• Developing project schedules, budgets, and coordination.
• Monitors project goals and objectives for timely completion.
• Identifies and reports items that are out of tolerance to Supervisory Fire Protection Engineer, Facilities Support Division.
• Identifies potential solutions to project challenges.
• Demonstrates ability to coordinate and collaborate with other trades to achieve project objectives.

Program Management 

• With minor oversight, performs program management tasks such as:
  • developing approaches and processes for correcting regulatory and operating deficiencies.
  • Records and tracks progress on the completion of the deficiency correction and provides periodic reports. 
  • Identifies and reports items that are out of tolerance to Supervisory Fire Protection Engineer, Facilities Support Division.
  • Identifies potential solutions to program challenges.
  • Demonstrates ability to coordinate and collaborate with other trades to achieve project objectives.
• Performs contractor oversight duties as a Contractor Office Technical Representative (COTR), modifying or rejecting task plans and other deliverables for fire protection systems.
• Evaluates overall effectiveness and assesses technical design submissions for compliance with national codes.
• Responsible for design and configuration of fire protection systems and final acceptance or rejection of fire protection system installations and modifications.
• Evaluates and approves all fire protection system requirements and operational procedures, preventive maintenance tasks, inspection plans, repairs, corrections, tests and priorities.

The individual selected for this position will perform the following:

Serves as an expert consultant on controls related activities in support of projects and programs with national impact and as an authoritative source of information for decisions and guidance concerning changes in operations relating to continuous improvements to developing projects on time, within scope and with appropriate use of fiscal resources.

Applies principles of construction project and program controls and oversight to resolve novel or obscure problems and develop new approaches that guide other professional staff and construction personnel.

Manage and oversee the delivery of high-quality projects while encouraging an environment and culture of innovation.

Ensures the integration of contract development and management priorities, change management, scope management, time/schedule management, cost management, quality management, risk management and communication management.

Oversees applicable project controls to include planning, scheduling, modeling workflow, managing fiscal rates, cross-resourcing to optimize overall assets and securing alternate means for accomplishing work when assets are limited.

Performs reporting, analysis, and programming; Prepares, justifies, and administers the program budget; Oversees procurement and contracting to achieve desired results.

Establishes strategic objectives, requirements and objectives for projects ranging in size, budget, and difficulty.

Oversees program execution, including development and review of project status, progress, and metrics.

Provides management guidance and direction, advice, and decisions; Sets conditions and plans resources to meet agency goals and ensures projects are delivered safely on schedule, within budget and scope.

Provides management oversight and direction of Contracting Officer’s Representatives for development of Statements of Work (SOW) and oversees bidder selection committees.

Conducts periodic program review and analysis briefings to compare progress with objectives and established milestones.

Takes the lead to assess the reliability and effectiveness of Project Management Information Systems (PMIS).

Provides professional leadership and administrative direction for a team responsible for schedule analysis and optimization, project financial health, constructability analysis and other project control related functions.

Establishes guidelines and performance expectations for employees; Establishes performance goals, develops individual development plans, and ensures a mutual understanding of the performance standards.

Provides for employee skills enrichment and development through identification of opportunities for coaching, mentoring, and training and strives to achieve a standard level of work and collegiality across the team.

Provides leadership to ensure support for equal employment opportunity (EEO) goals and requirements. 

Performs other related duties as assigned.

Tour of Duty:  Day Shift, 5:00 am - 2:30 pm with an option of an Alternate Work Schedule (AWS).

Work may include holidays and weekends on a regular and reoccurring basis.

**The incumbent of this position is designated as "Emergency/Essential" and will be required to report to work during emergencies and inclement weather conditions.**

To qualify for this position, you must have journey level experience in at least two of the following areas: Electronic Equipment Maintenance (BAS/DDC), HVAC, Plumbing or Pipefitting. The ideal candidate will have journey level experience in HVAC. This experience must be reflected in the resume.

DUTIES AND RESPONSIBILITIES:

HVAC and Refrigeration Troubleshooting, Installation and Maintenance

Maintains a variety of commercial and industrial systems in order to locate and check elements such as those which control low and high side pressures, the temperature of the cooling units, the temperatures of the liquid and suction lines and the running time of the various mechanisms.

Dismantles, repairs and reassembles units such as pumps, impellers, compressors, receivers and evaporators.

Overhauls valves by adjusting or replacing gaskets, springs, floats, diaphragms, valve fittings, seals and couplings and by aligning motors and drives.

Ensures the repair, overhaul, maintenance and servicing of equipment such as (but not limited to) refrigerator, freezers, water coolers, ice machines, commercial air handling units and smaller air conditioning units; ventilation systems, humidification and dehumidification systems, air compressors and central vacuum systems.

Oversees the installation, repair and troubleshooting of low voltage equipment such as thermostats and controllers; complex heating units related to steam, domestic and secondary hot water systems; other HVAC equipment such as variable frequency drives and motor controllers; and routine maintenance such as replacement of filters, bearings, calibration of sensors and other equipment.

Troubleshoots equipment electrical circuits to include VFDs, DX cooling units and low voltage controls.

Plumbing and Piping Systems Installation, Inspection and Maintenance

Troubleshoots and analyzes defects or malfunctions in specialized pipeline systems and related fixtures.

Inspects piping system equipment and fixtures using a variety of diagnostic techniques and equipment to locate a problem.

Checks steam and chilled water system for leaks, defects in equipment and malfunctions.

Independently conducts inspections of and troubleshoots piping systems, identifying irregularities and existing and/or potential problems.

Installs, modifies, repairs, maintains and troubleshoots high and low pressure piping systems, including domestic water distribution systems, sewage systems; steam generation systems; tempered water systems; hydronic heating systems; drain, waste and vent systems; sump pumps, sewage ejectors, irrigation systems; and fountain display systems.

Independently assembles, installs and repairs replacement pipes, fittings and fixtures of air, water, fountain, vacuum, chemical and other specialized pipeline systems and related fixtures according to specifications and plumbing codes.

Tests systems and equipment for proper operation, circulation, flow, pressure and ensures leak-free joints

Performs a variety of routine pipefitting tasks such as fabrication, installation, modification, repair and testing of piping and tubing.

Electronic Equipment Maintenance (Building Automation System/Direct Digital Controls)

Works on highly complex systems that are characterized by application of advanced electronic theory and frequent technological changes in the systems.

In support of HVAC operations, installs, maintains, troubleshoots and repairs new and existing highly complex systems of electronic sensing and control as well as new systems of similar complexity, mechanic implementing maintenance and repair procedures on major new or modified systems.

Responsible for installation, modification, operation, maintenance, calibration, repair and troubleshooting of the Direct Digital Controls (DDC) and for the day to day overall performance of the DDC.

Installs, modifies, operates, maintains, calibrates, repairs and troubleshoots sensor and controls and related interfaces with building equipment.

Provides technical support to the Facility Manager's team in finding solutions to control problems with the DDC system and its related hardware.  Provides technical solutions to problems with control of individual jurisdictional equipment.

NOTE:   Chlorofluorocarbon (CFC) certification by and EPA-Approved Technician's Certification Program is required.  Proof of certification is required upon selection.

*** This position is essential--Employee is required to report to work during emergencies and inclement weather situations***

Tour of duty will be other than Monday through Friday and may include weekends, evenings and holidays on a regular and recurring basis. 

This position is located in the United States Botanic Garden (USBG), Horticulture Division, Gardens and Grounds Section. The selectee will serve as a Gardener (Envirocycler/MVO), responsible for composting production, recycling, delivery off-site Production Facility and providing assistance in gardening in areas related to composting, recycling and reusing.

Major duties include:

Composting and Recycling

Performs environmental recycling and humus recovery duties by following gardening techniques and practices related to planting, cultivating and attending to flowers, seeds, shrubs, trees and other plant materials.

Serves as point of contact for recycling waste products of organic residue, including composting all horticultural bi-products, including but not limited to soil, plants, nursery pots, compost, green waste, twigs and detritus.

Assists with tree removals and large renovation projects as directed. Removes all foreign debris from composting materials. Assists with the deliveries of plants being recycled.

Follows seasonal schedules or project plans for an area, scheduling for adverse weather conditions affecting the degree of moisture in the soil, plant growth stages in deciding when and how to complete common enviro-cycle tasks.

Motor Vehicle Operations

Operating Non-CDL Motor Vehicles Weighing Up to 25,950 lbs. with air brakes and power take-offs.

Operates vehicles with a power takeoff device for transferring engine power to special-purpose accessory equipment, such as winches, power lifts, plows and spreaders.

Operates vehicles with hydraulic dumping mechanisms to unload or spread materials in a dump bed.

Recovers organic materials from garden plantings and delivers same for composting at the Production Facility.

Transports completed compost to all USBG locations for use by gardeners.

Gardening Activities 

Follows established gardening techniques and practices and assists Gardeners with the planning and development of plant displays, such as figuring the quantities of plants, seeds, fertilizer, insecticide and other materials needed for specific areas.

Follows the regular and recurring seasonal planting and maintenance schedules planned for a specific area. 

*Applicants will be required to register for a DC pesticide applicators license within the first 30 days of their employment if they do not possess a license. To apply pesticides in the District of Columbia (D.C.), employee must possess a valid D.C. pesticide applicator’s license in categories (3A) exterior ornamental plants, (3B) interior plant-scapes and/or (3C) turf grass, dependent upon the pesticides used.*

The General Engineer/Architect is responsible for project management with emphasis on projects involving new or existing facilities and infrastructure systems. Also provides project management expertise in the capital construction and facility renewal sector with focuses on providing budget, cost, schedule expertise along with the coordination, direction, and oversight of various projects.

Duties include:

Project Management

• Develops and manages the design and implementation of multiple construction projects. Projects may include repair, renovation, rehabilitation, alteration and new construction of buildings, infrastructure systems, and landscapes.
• Provides life-cycle project management for a wide range of facilities- and landscape-related new construction and renovation projects with responsibility to ensure efficient coordination of multiple projects.
• Works with stakeholders to develop project scopes of work for various projects and tasks, ranging from existing facilities and infrastructure system projects to long-term capital projects and studies.
• Plans and manages various complex project management functions with project teams and makes decisions affecting areas of responsibility that are precedent setting.
• Serves as a specialist and a key source of information for assigned areas of responsibility and accountability. Provides professional expertise in evaluating the effectiveness and efficiency of the facilities program and project management functions and recommends improvements to management.
• Coordinates with the Operations, Horticulture, Administrative Services, and Learning and Engagement Divisions to develop, fund, implement, and track facilities projects.
• Responsible for the development and oversight of studies and design documents as defined in the AOC Project Management Manual.
• Ensures state-of-the-art design of new construction and renovations, alterations, or upgrades of existing facilities in accordance with established criteria, codes, and design standards.
• Prepares and updates schedules for project delivery, implementing a system for review, control and reporting. Routinely reviews project schedules to ensure reasonable and timely implementation.
• Communicates clearly and often with the Director of Capital Projects & Facilities, AOC and USBG project managers in coordinating with AOC staff and officials of affected jurisdictions to keep them informed on project planning.
• Promptly informs the USBG management of project related issues and recommends solutions to prevent critical problems or failures relating to project performance.

Consultant/Contractor Oversight

• Provides design and management guidance to professional Architect/Engineers (A/E) firms and actively monitors performance.
• Serves as the Contracting Officers Representative (COR) to review compliance with A/E contract requirements and specifications.
• Guides and evaluates contractor efforts and technical progress to the established schedule and allocated resources.
• Reviews and evaluates deliverables, submittals, shop drawings, and progress schedules for conformance to the contract.
• Completes fiscal and physical closeout of the project, including writing the final contractor review.

Technical Advice and Guidance

• Provides guidance, technical advice and consultation on project administration. Conducts studies to develop criteria for situations encountered during field inspections.
• Assess and prioritize work based on past experience, subject matter insight, and organizational goals and objectives. 
• Represents organization on panels and Post Occupancy Evaluation teams to identify and recommend design changes and to recommend new and improved design criteria and standards

Responsible for thoroughly understanding and ensuring compliance with applicable AOC and Occupational Safety and Health Administration (OSHA) safety rules and regulations. Efforts ensure that work progresses in a safe manner and takes corrective actions to mitigate unsafe conditions. Ensures that Job Hazard Analysis’ are developed and followed and that required Personal Protective Equipment (PPE) is utilized.

Performs other related duties as assigned.

The individual selected for this position will perform the following duties:

- Serves as Project Manager with responsibility for managing the designs for multi-million-dollar construction projects which may include repair, renovation, rehabilitation, alteration and new construction of buildings and infrastructure systems.

- Provides expertise in evaluating the effectiveness and efficiency of project management functions and recommends improvements to management.

- Ensures state-of-the-art design of new construction and renovations, alterations, or upgrades of existing facilities in accordance with established criteria, codes, and design standards.

- Prepares and updates schedules for project delivery, coordinates schedules with all interested parties, and routinely reviews project and financial schedules to ensure reasonable and timely implementation.

- Plans and implements a system for monitoring, controlling, and reporting to ensure project execution remains on time, on budget, and within scope; Reports project status in the AOC’s Project Management Information System (PMIS).

- Provides design and management guidance for professional Architect/Engineer firms and actively monitors performance.

- Serves as a Contracting Officer's Representative (COR) to review and ensure compliance with A/E contract requirements and specifications.

- Guides and evaluates contractor efforts and technical progress to the established schedule and allocated resources.

- Reviews and evaluates deliverables, submittals, shop drawings, and progress schedules for conformance to the contract.

- Reviews payment requests and recommends payment against the contractor’s progress and in compliance with contract specifications.

- Completes fiscal and physical closeout of the project, including writing the final contractor review.

- Provides guidance, technical advice, and consultation on project administration; Contributes to the resolution of technical issues or problems.

- Conducts studies to develop criteria for situations encountered during field inspections.

- Represents organization on panels and Post Occupancy Evaluation teams to identify and recommend design changes and to recommend new and improved design criteria and standards.

- Performs other related duties as assigned.

The incumbent serves as the Horticulturist (Supervisory Gardener) leading the Exhibits and Displays Section. The incumbent supports the USBG mission by overseeing planning, development and maintenance of the temporary exhibits and greenhouse crops and supervises a team of employees assigned to the Section.

Major duties include:

Supervision

Exercises the full range of supervisory responsibilities for a team of gardeners assigned to the Exhibits and Displays Section. Establishes guidelines and performance expectations for employees, which are clearly communicated through the formal employee performance management system. Provides advice and counsel to employees related to work and administrative matters. Develops performance improvement plans (PIPs), recommending personnel actions as necessary. Initiates disciplinary measures as appropriate to the authority delegated in this area. Provides for employee skills enrichment and development through identification of opportunities for coaching, mentoring and training.

Responsible for furthering the goals of equal employment opportunity (EEO) by taking positive steps to ensure the accomplishment of EEO.

Responsible for utilizing a thorough knowledge of and compliance with applicable AOC and Occupational Safety and Health Administration (OSHA) safety rules and regulations to ensure that work progresses in a safe manner.

Exhibit Evaluation, Planning and Design

Performs evaluation, planning and design of specialized areas of horticulture. These areas include, but are not limited to, seasonal shows, exhibits and rotating displays. Critically evaluates shows, exhibits and displays for aesthetic, educational, health, safety, efficiency and sustainability features and considerations.

Prepares and plans projects for both the short and long-term as they relate to USBG priorities and master plans. Project planning includes all aspects of overseeing exhibit and display installation including plants, hardscape, labels, irrigation, aesthetic elements, equipment and labor. Develops crop growing schedules and supervises their progress.

Designs exhibits and displays for maximum effect for aesthetics, education, safety and sustainability. Investigates new varieties of plants to be grown for display at the USBG and participates in the selection of plant sources.

Works with Botanist, Plant Records Specialist and Gardeners to properly accession and label plants and maintain detailed accession records in accordance with the Collections Management Plan and Curatorial Policy.

Greenhouse and Exhibit Maintenance

Manages and participates in all aspects of greenhouse and exhibit preparation and maintenance for optimal plant health and aesthetics. Uses expert knowledge of greenhouse control systems to determine, manage and create ideal cultural conditions for a wide diversity of plant material. Manages and supervises the USBG Foliage Program that supplies plants for congressional spaces.

Works with Plant Health Care Specialist to oversee plant health and an integrated pest management program for all Exhibits and Displays areas. Monitors pest populations and life cycles; determines threshold levels and applies the appropriate physical, cultural, biological or chemical controls. Applies amendments to growing media as needed for optimal plant health.

Collaborates with other divisions and sections of the USBG to develop, execute and maintain educational horticultural exhibits.

Operates a wide variety of motor vehicles and equipment in accomplishing exhibit installation, greenhouse operations and plant delivery.

Plant Cultivation

Oversees and coordinates the propagation and maintenance of a wide variety of plants for seasonal displays, exhibits and shows as well as indoor foliage plants for the Foliage Program. These include, but are not limited to greenhouse crops including tropical, annual and vegetable plants, as well as herbaceous perennial, woody, aquatic and bog plants.

Explores methods to improve planting, cultivating, nutrient management, and insect and disease control to achieve optimal plant quality in greenhouse, nursery, and display situations. Recommends priorities and strategies for optimal growth of outdoor garden plants.

Administration

Coordinates employee schedules to ensure daily coverage. Approves schedules, leave and premium pay through an electronic system.

Contacts vendors, obtains quotes and prepares orders of plants and hard goods for supervisor’s review and authorization.

Office Clerk 

As an Office Clerk students will assist staff with planning and organizing work and communicating effectively, orally and in writing.

Duties may include drafting documents, presentations, research, and routine procedural processing, maintaining records, assisting with meeting facilitation and other administrative tasks. In this role students may also assist the office they are supporting by answering phones and greeting guests, employees and staff warmly. 

Students in the role may also address internal and external inquiries about the organization, help plan and organize office activities, perform data entry using Microsoft office applications such as Excel, Word, PowerPoint and Outlook.

• Involve in some or all aspects of digital integrated circuit design from initial concept through to design and verification of Chip (SoC/ASIC), IP/Peripheral and CPU core by hardware description language (Verilog HDL) or High-Level language (C/C++)
• Evaluate and test prototype on FPGA or Functional Evaluate of actual Chip
• Initially mentored by a senior engineer, your role will be to understand and simulate existing circuits, making design changes as requested and/or participation in test and evaluation of completed designs.

DFT Design and Verification

• DFT: Design for testability (Memory/Logic BIST, SCAN, Boundary Scan) insertion, verification, and test pattern generation for IP, CPU, and Chip design
• Initially mentored by a senior engineer in an actual job

DFT Design and Verification

• DFT: Design for testability (Memory/Logic BIST, SCAN, Boundary Scan) insertion, verification, and test pattern generation for IP, CPU, and Chip design
• Initially mentored by a senior engineer in an actual job

As the Gallery Support Specialist, you will:

• Handle scheduling, correspondence and file management, travel, supplies, purchasing, contracts, and budget tracking, and supports work related to personnel actions and files, budget management and records, agendas for meetings, and other administrative matters. Is responsible for handling confidential information in a professional and discreet manner.
• Schedule meetings, reserves meeting spaces and support services; keeps appointment and events schedules up to date.
• Serve as the division’s timekeeper. Consults with payroll and general accounting offices as necessary.
• Design and produce spreadsheets for special projects, trust, grant, and federal budgets.
• Check and proofread correspondence on behalf of the Executive Librarian for accuracy in grammar, style, format, and procedure. Informs and advises other PL departmental staff, as necessary, on Gallery and departmental procedures and regulations related to correspondence format and routing, deadlines, travel, performance appraisals, awards, annual report submissions, budget submissions, budget transfers, budget tracking, procurement, purchase card management, material related to acquisitions and other matters.
• Undertake special department and Division projects as needed and assigned by supervisor.
• Incumbent is an accomplished user of Oracle, the Gallery's online financial system. Checks fund balances and creates and receives requisitions; manages purchase orders and corresponding records. Ensures correct trust, grant and federal coding of expenditures involving travel, entertainment, services, equipment, training, and supplies.
• Arrange business travel, expense reporting, and reimbursements for the Executive Librarian. Checks accounting information on travel forms sent to supervisor for approval. Create requisitions and receives expenses via Oracle financial system for federal or trust travel. Tracks travel expenditures.
• Deal with supply office and commercial vendors, facilities management office (AFM), and photocopier maintenance contractors on routine repairs or replacements needed in the Executive Librarian's office.
• Support end-of-fiscal-year funds tracking for Library departments, fund transfers, and spending according to PL priorities.
• Coordinate maintenance of the book dealer catalog files. Receives and distributes current catalogs to the Executive Librarian, the Rare Book Librarian, or other library staff.
• Prepare orders for custom boxes and portfolios for the rare books and images collections in consultation with departmental staff.
• Coordinate various other special projects, by initiative or as assigned by supervisor.

As the Gallery Support Specialist, you will:

• Handle scheduling, correspondence and file management, travel, supplies, purchasing, contracts, and budget tracking, and supports work related to personnel actions and files, budget management and records, agendas for meetings, and other administrative matters. Is responsible for handling confidential information in a professional and discreet manner.
• Schedule meetings, reserves meeting spaces and support services; keeps appointment and events schedules up to date.
• Serve as the division’s timekeeper. Consults with payroll and general accounting offices as necessary.
• Design and produce spreadsheets for special projects, trust, grant, and federal budgets.
• Check and proofread correspondence on behalf of the Executive Librarian for accuracy in grammar, style, format, and procedure. Informs and advises other PL departmental staff, as necessary, on Gallery and departmental procedures and regulations related to correspondence format and routing, deadlines, travel, performance appraisals, awards, annual report submissions, budget submissions, budget transfers, budget tracking, procurement, purchase card management, material related to acquisitions and other matters.
• Undertake special department and Division projects as needed and assigned by supervisor.
• Incumbent is an accomplished user of Oracle, the Gallery's online financial system. Checks fund balances and creates and receives requisitions; manages purchase orders and corresponding records. Ensures correct trust, grant and federal coding of expenditures involving travel, entertainment, services, equipment, training, and supplies.
• Arrange business travel, expense reporting, and reimbursements for the Executive Librarian. Checks accounting information on travel forms sent to supervisor for approval. Create requisitions and receives expenses via Oracle financial system for federal or trust travel. Tracks travel expenditures.
• Deal with supply office and commercial vendors, facilities management office (AFM), and photocopier maintenance contractors on routine repairs or replacements needed in the Executive Librarian's office.
• Support end-of-fiscal-year funds tracking for Library departments, fund transfers, and spending according to PL priorities.
• Coordinate maintenance of the book dealer catalog files. Receives and distributes current catalogs to the Executive Librarian, the Rare Book Librarian, or other library staff.
• Prepare orders for custom boxes and portfolios for the rare books and images collections in consultation with departmental staff.
• Coordinate various other special projects, by initiative or as assigned by supervisor.