Fleet Management Specialist
The Smithsonian Institution is the world's largest museum, education, and research complex, with 21 museums and the National Zoo. This position is located in the Transportation Branch, Museum Support Services Division (MSSD), Office of Facilities Management and Reliability (OFMR), Facilities Management (FM). The Office of Facilities Management is responsible for all Smithsonian facilities, many of which are designated as historic and all of which are visited by millions of people each year.
Major duties
The Fleet Management Specialist provides management operational support to the Smithsonian Transportation Program, including shuttle services, cargo transport, and special event support. In this position, you will: Assist with the intake, inspection, documentation, and maintenance scheduling of mobile assets. Maintain and update technical data in the Fleet Management Information System (FMIS); create and review service work orders; track vehicle accidents; conduct basic market research; and support the Mobile Asset Disposal Program. Assist in maintaining the accuracy, completeness, and integrity of fleet management data by entering, validating, updating, and reconciling information within the Fleet Management Information System (FMIS), Enterprise Resource Planning (ERP), and related systems. Assist with fleet operations by responding to stakeholder inquiries; administering the Fuel Card Program, including transaction reviews, telematics monitoring, and troubleshooting; reconciling invoices and processing payments; maintaining financial documentation; registering vehicles in GSA Fleet; and managing license plate inventory. Administer the Fuel Card Program by reviewing fuel transactions, validating telematics data, resolving discrepancies, troubleshooting service issues, and maintaining accurate records to ensure uninterrupted fuel access and compliance with agency policies. Participate in the preparation of technical content for presentations, quarterly Unit Mobile Asset Coordinator (UMAC) meetings, and fleet-related communications. Assist with maintaining fleet program web content and communicating policies, procedures, and operational guidance.
Qualifications
Experience: You qualify for this position if you have one year of specialized experience equivalent to at least the GS-07 level in the Federal Service. For this position, specialized experience is defined as assisting with mobile asset intake, inspection, and maintenance tracking; entering and verifying technical data within a Fleet Management Information System (FMIS) or equivalent asset management system; supporting fuel program operations (such as reviewing transactions or resolving fuel card issues); and processing acquisitions and routine vendor invoices/billing. Your resume must be no more than two (2) pages and should clearly demonstrate how your experience aligns with the responsibilities and specialized experience required for this position. Do not copy language directly from the vacancy announcement, as you will be deemed ineligible for consideration. Instead, provide detailed, descriptive information about your actual experience. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. 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. Or Education: master's or equivalent graduate degree or 2 full years of progressively higher-level graduate education leading to such a degree or LL.B. or J.D., if related Special Instructions for Foreign Education: If you are qualifying by education and/or you have education completed in a foreign college/university described above, it is your responsibility to provide transcripts and proof of U.S. accreditation for foreign study. For instructions on where to fax these documents, see the "Required Documents" section of this announcement. Or a Combination: Education and experience may be combined to meet the basic qualifications; For a full explanation of this option please see the Qualification Standards. In an effort to streamline our hiring process, SI employees whose current position of record is in the same job series (0301) and who are in a Federal competitive service appointment as this advertised position, are not required to submit a transcript with your application package. However, if selected, you will be required to provide a copy of your transcript before your start date in the position. Time-in-Grade Requirements: Under competitive merit promotion procedures, any individual who is currently holding, or who has held within the previous 52 weeks, a General Schedule position under a non-temporary appointment in the competitive or excepted service, must meet "time-in-grade" requirements (have served 52 weeks at the next lower grade of the grade for which you are applying).
Requirements
Conditions of Employment Work is primarily sedentary with occasional walking, standing, or lifting of light materials. Work is performed in an office setting with occasional visits to fleet lots. Normal safety precautions apply. Qualification requirements, including one year time-in-grade at the next lower grade level for promotion candidates, must be met within 30 days of the job announcement closing date. See the 'Required Documents' section for additional information. For information on qualification requirements, see Qualification Standards Handbook for General Schedule Positions viewable on OPM Website.