Administrative Officer

Employer
USAJobs
Location
Washington, D.C
Posted
Aug 13, 2019
Closes
Aug 20, 2019
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located in the Contracts and Grants Directorate, Chief Operating Officer.

The position description number for this position is 389149.

The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.

The incumbent of this position will work a flextime work schedule.

This is a non-supervisory, non-bargaining unit position.

Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.

Learn more about this agency

Responsibilities

The incumbent works closely with the management team in Contracts to efficiently and effectively carry out all administrative operations. Such functions include management advisory services, budget, human resources, agreements, purchasing and contracting, safety and facilities. The incumbent participates as a full business partner with the Office's management team in planning and coordinating the business management activities for the location. Serves as the primary resource for assessing needs and developing business plans to meet the administrative operational requirements of Contracts and Grants Management. Additionally, the incumbent is responsible for developing contacts and networks to coordinate business activities. Serves as the primary contact for administrative matters.

Researches, maintains currency, and advises on policies and issues impacting CGD and consults and advises staff on long-range goals and objectives of CGD and higher level management.

Supports the Library's Acquisition Career Manager (ACM) in the administrative and records management aspects of the FAC-C and FAC-COR program.

Provides administrative support for CGD human resources and material needs and other administrative support matters. Analyzes human resources targets, travel, materials and related requirements; and provides information for use in program planning and evaluation activities.

Coordinates services and supplies for the Contracts and Grants Directorate. Controls and tracks purchases, supply movement, and office moves. Performs periodic inventory of all equipment and property, resolving discrepancies on inventory lists with actual inventory. Provides guidance for management and staff regarding administrative property and control procedures. Plans and coordinates office moves.

Coordinates with and oversees tasks assigned to Office Automation assistant(s) and other administrative support staff to ensure timely completion of projects.
Answers questions concerning procedures related to procuring supplies and office services and executes the procurement of supplies and services for the Contracts and Grants Directorate office utilizing Momentum.

Monitors CGD obligations and expenditures throughout the budget execution phase. Recommends adjustments to planned expenditures to satisfy highest priority needs or to meet unplanned emergency expenditures.

Supports senior staff in the preparation, revision, monitoring, and evaluation of organization budget estimates and staffing needs. Provides budgetary support to the Contracts and Grants Directorate's budgetary processes such as budget formulation and execution. Communicates with the Director, chiefs, supervisors and or senior managers in reviewing and developing budget data and justifications for approval, office needs, plans, and goals.

Provides guidance to CGD staff in preparing and developing budgetary data and justifications for budget review and approval. Provides administrative support for budget-related processes, monitor budget status, funding balances and status of projects, and recommends reprogramming of funds as needed. Reviews financial reports and resolves discrepancies with the appropriate offices.

Develops knowledge, skills and abilities to assists the budget officer and prepare Contracts and Grants Directorate's final budget package for submission to The Library of Congress Budget Office. Responds to routine inquiries and questions related to the budget from the budget office. Develops and applies knowledge of federal accounting procedures to insure compliance with all federal statutes and Library of Congress Regulations.

Prepares requisitions in Momentum in conformance with applicable policies and regulations. Develops working knowledge of Federal Contracting and Accounting procedures through regular training. Provides assistance to senior Contracting Officers within the Contracts and Grants Directorate by preparing solicitations and contracts not to exceed the simplified acquisition threshold. Consults with technical, legal, and contract staff in the preparation of solicitations and contracts. Drafts statements of work, independent cost estimates, and conducts market research for non-complex goods and services. Utilizes government purchase card to procure materials and services following FAR and LCR rules and regulations in the use and administration of purchase card transactions. Provides guidance to managers in determining appropriate costs, writing sole source justifications, and communicating with contractors. Prepares procurement documentation as appropriate.

Travel Required

Not required

Supervisory status
No

Promotion Potential
12

Requirements

Conditions of Employment


No additional requirements to those listed above.

Qualifications

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 including human resources, budgeting/finance, and contracting/procurement.**

Ability to utilize computer technology and applications.**

Ability to perform financial and contracting officer representative (COR) activities.**

Knowledge of human resources management principles and methods.

Ability to communicate in writing.

Ability to communicate effectively other than in writing.

Education

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 the minimum step 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.

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 ADA@loc.gov. 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 spp@loc.gov. 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.

Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation.

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

Initial appointments, permanent or indefinite, to the Library of Congress require completion of a one-year probationary period.

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.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

The Library of Congress evaluates applicants through an applicant questionnaire and a structured interview. Applicants may also be screened for some jobs through licensing, certification, and/or education requirements, a narrative/application review, and/or a preliminary telephone interview. The knowledge, skills, and abilities (KSAs) that are marked with a double asterisk (**) in the vacancy announcement and the applicant questionnaire are considered the most critical for a position. To be considered for final selection, applicants must demonstrate fully acceptable experience in these designated KSAs in the narrative/application review, preliminary telephone and/or full structured interview. The various assessment tools listed above are designed to verify or explore applicants' experience, knowledge, and training directly related to the job in order to identify the best qualified applicants for selection.

For more information regarding eligibility requirements, please see the Library of Congress Merit Selection Plan, Section X.D, at: http://www.loc.gov/hr/employment/msp010909.pdf .

To preview questions please click here .

Background checks and security clearance

Security clearance
Not Required

Drug test required
No

Required Documents

Current or former federal employees must submit their most recent Notification of Personnel Action (SF-50 or equivalent).

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. The program does not accept certification from health care providers. For more information contact the Library's Office of Equal Employment Opportunity and Diversity Programs at 202-707-6024 or email spp@loc.gov. FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

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