Buyer's Assistant, Toys

Job Description

Job DescriptionDescriptionOPEN DATE: March 9, 2026 CLOSING DATE: March 23, 2026 POSITION TYPE: Trust FundAPPOINTMENT TYPE: Indefinite SCHEDULE: Full TimeDUTY LOCATION: Washington, DC

Position sensitivity and risk: Low

Open to all qualified applicants
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.

OVERVIEWThe Buyer's Assistant is responsible for assisting the Buyer and Associate Buyer in problem solving, vendor relations, and in maintaining the flow of merchandise order documents.


DUTIES AND RESPONSIBILITIES

• Enters and retrieves information to and from Merchandise Inventory Systems that support Stores purchase orders and receiving documents.
• Faxes, mails and files purchase orders and other documents as directed.
• Maintains vendor files of catalogs, price lists, and supervisor’s correspondence.
• Processes invoices through Microsoft D365 system for payment to vendors.
• Works with the new vendors to complete required paperwork. Sets up new vendors with A/P and Microsoft D365.
• Alerts Assistant Buyer and Buyer on past due orders, possible shifts, and cancellations to manage timing and flow of merchandise through the warehouse and to the stores.
• Enters and processes transfers, price changes, and system adjustments.
• Retrieves information for supervisor and others as requested.
• Resolves problem shipments at the distribution center and involves the Assistant Buyer and Buyer as needed.
• Works with Inventory Accounting, A/P and Merchandise Information System departments to exchange information, resolve problems, and expedite vendor payments.
• Requests and processes the receipt and return of all vendors merchandise samples.
• Processes exception receiving and prepares orders for transfers to the stores.
• Tracks open purchase orders by contacting vendors. Reviews key recs and receiving documents as merchandise arrives at the distribution center.
• Participates in Stores annual inventory.

QUALIFICATION REQUIREMENTSEducation and Experience: Bachelor’s degree (B.A.) from a four‑year college or university; or three or more years of related experience and/or training in Retail, Merchandising, or Planning; or an equivalent combination of education and experience.

• Three or more years of merchandising experience within a small- to medium-sized retail organization is required.
• Strong understanding of the retail market, competitive landscape, and broader retail industry trends.
• Strong analytical thinking and commitment to providing high-quality service.
• Ability to work collaboratively and effectively with a diverse range of individuals across the organization.
• Excellent written and oral communication skills, including the ability to present ideas clearly and navigate sensitive discussions with internal and external partners.
• Proven ability to prioritize multiple requests, manage competing deadlines, and maintain productivity in a fast-paced environment.
• Ability to plan, organize, and complete tasks independently while demonstrating strong attention to detail.
• Highly organized with the ability to adjust quickly to changing priorities and business needs.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
• Ability to create, manage, and interpret spreadsheets and data-driven reports.

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 SECareers@si.edu. 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 is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo