Administrative Officer

Washington, D.C
Dec 01, 2022
Dec 08, 2022
Full Time

This position is located in the Latin American, Caribbean and European Division, General and International Collections Directorate, Researcher and Collection Services. The incumbent serves as an Administrative Officer with the responsibility for serving as a staff advisor on administrative, program, and confidential matters, under the purview of the Chief. The Administrative Officer assists the Chief in the resolution of administrative or program issues, and communicates solutions to the staff and programs for which the Chief is responsible. This might include support of those collateral duties assigned to the Chief. The Latin American, Caribbean, and European Division provides general reference and research services in the Hispanic and European Reading Rooms, which serve as the primary access points for research relating to those parts of the world and their heritage communities elsewhere.

The incumbent addresses routine day-to-day operating challenges or issues within the personnel management and administration advisory functions for the Latin American, Caribbean and European Division, and responds to specific requests by a supervisor or an employee seeking clarification about Library and division policies or procedures.

The incumbent manages the coordination and preparation of all personnel actions, tracking the status from origination to conclusion, to ensure that due dates are met, employees are paid properly, employees are at the proper step and within proper leave categories, etc.; and keeps
managers informed of the status of personnel actions.

The incumbent provides guidance to managers and supervisors regarding personnel and administrative matters, such as classification, leave administration, conduct issues, adverse actions, promotions, training, and staff recognition; and serves as the primary liaison to Human
Resources offices.

The incumbent administers a nominal, stable budget, involving basic administrative expenses; reviews budget calls, explains schedules and data requirements to managers and staff; collects information to prepare for the new fiscal year; advises managers on the practical and technical
aspects of the budget.

The incumbent assists the Chief in managing division gift funds; analyzes and summarizes information for the managers, providing information on past spending patterns; and assists in preparing the final budget package for submission. The incumbent ensures that adequate control systems are developed to monitor accounts during the fiscal year and makes adjustments as required; compiles the necessary reports and compares initial estimates/budget to actuals; ensures that all automated reporting systems are current; verifies monthly accounting reports and notifies liaison accountants of discrepancies in a timely manner.

The incumbent plans and develops new methods for coordinating the administrative work of an organization with disparate organizational segments requiring administrative controls to accomplish the work of the organization; exercises exclusive control over the Chiefs calendar with complete authority for time commitments; schedules meetings and makes arrangements, such as preparing agendas, notifying participants, and arranging luncheons and similar matters; develops background information and composes drafts of introduction and speeches to be presented at various meetings by the supervisor.

The incumbent handles basic, requirements for supplies, property management, and office moves; organizes and maintains systems to control purchasing and use of supplies; assures that all budget deadlines for ordering are adhered to; coordinates ordering furniture, equipment,
telephones, and short-term storage for division offices, reading rooms, and staff facilities; works with other Library offices and vendors to arrange and coordinate such activities; manages the property involved; prepares necessary documents to accession and de-accession property;
conducts periodic surveys of equipment and property utilization and recommends actions as necessary to assure that economical and efficient use is made of equipment and other properties.

The incumbent performs a variety of duties related to studies and special projects, involving administrative or program issues; conducts research and compilation of data from diverse sources; extracts and assembles information, conducts analysis, and develops reports or presentations.


Conditions of Employment

Library of Congress employees are prohibited from using illegal drugs, including marijuana. The Library is part of the Federal Government and abides by federal law, so regardless of individual state or District of Columbia laws, marijuana use is illegal, considered criminal activity, and can affect your employment at the Library. In addition, past or current drug use and activities (e.g., selling or distributing) may deem you ineligible for employment.


Applicants must have had progressively responsible experience and training sufficient in scope and quality to furnish them with an acceptable level of the following knowledge, skills, and abilities to perform the duties of the position without more than normal supervision.

Ability to perform administrative management functions for an organization.**

Ability to utilize computer technology.**

Knowledge of budget, financial, and procurement administrative practices and procedures.

Ability to interact collaboratively with others while exercising judgment and discretion in order to provide consultation and liaison services.

Ability to communicate in writing.

Ability to communicate effectively other than in writing.

Additional information

Although it is the Library's policy to afford the maximum pay benefit to employees when setting rates of pay, a new appointee who has had no previous Federal service will generally be paid at step one of the grade.

The Library of Congress is an equal opportunity employer. Women, minorities, and persons with disabilities who meet eligibility requirements are strongly encouraged to apply.

Applicants must submit a complete application package that is received by the closing date of this announcement.

Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation. For more information, please see: Vetting Process

This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please email The decision on granting reasonable accommodation will be determined on a case-by-case basis.

Applicants with disabilities may be considered under special hiring procedures and must submit an appropriate certificate of eligibility when applying for this position. The proof or disability/certification may be issued by the State Vocational Rehabilitation Office, Disability Services or Career Services office of the applicant's college or university, or the Department of Veterans Affairs. The letter must verify that the applicant has a severe disability and must be dated within three years of the date of the application. Certification from health care providers are not accepted. For more information contact the Library's Office of EEO/Diversity Programs at 202-707-6024 or email FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.

The Library of Congress is the national library of the United States and is part of the Legislative Branch of the Federal government. As such, all positions are in the excepted service.

The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement.

Initial permanent appointments to the Library of Congress require completion of a one-year probationary period. Probationary periods served at other Federal agencies do not count toward this requirement.

The Library of Congress may offer repayment for all or part of federally insured student loans. However, not all service units within the Library of Congress participates in the repayment of federally insured student loans. Therefore, determination to repay a federally insured student loan is subject to approval by the appropriate service unit.

A "Not to Exceed" (NTE) status is used to identify an appointment with a specific ending date. However, the Library has the right to separate a NTE employee at any time due to either performance issues or budget constraints.

Are you a veteran? Please indicate the type of veterans' preference you are claiming in your application materials and/or applicant profile and provide the appropriate supporting documentation to validate your claim. Those applying for 5-point preference must submit Member Copy 4 of your DD 214. Those applying for 10-point preference must fill out an SF-15 (click here for the form) and provide the required documentation listed on the back of the form. If required supporting documentation is not attached, Veterans' Preference will not be considered in the application process.