Administrative Specialist

6 days left

Employer
USAJobs
Location
Washington, D.C
Posted
Sep 13, 2019
Closes
Sep 21, 2019
Function
Administrative
Hours
Full Time
Duties

Summary

This position is located in Global Legal Research Directorate (GLRD). The incumbent serves as a Program Officer with the responsibility for project and service management, and serving as the senior staff advisor on program development and administrative and confidential matters of Directorate and Library-wide importance to the Assistant Law Librarian for Legal Research (Director)

The position description number for this position is 384823

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

Learn more about this agency

Responsibilities

Addresses routine day-to-day operating problems or issues within the personnel management and administration advisory functions for the Global Legal Research Directorate. Such problems result from specific requests by a supervisor or an employee seeking clarification about Library, Service Unit, Directorate, and Division policies or procedures.

Manages the coordination and preparation of all personnel actions, tracking their 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. Keeps managers informed of the status of all personnel actions.

Provides guidance to managers and supervisors in personnel and administrative matters such as classification, leave administration, conduct issues, adverse actions, promotions, training, and staff recognition. Serves as primary liaison for human resources services.

Acts as liaison to other managers and staff within the organization and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement the Director's policies, directives, and instructions. Informs managers and staff of the Director's views on current issues and programs.

Answers questions concerning policies and procedures related to support/office services and new projects, requests, and shifts in priorities and commitments to assure procedural consistency and conformance to Library of Congress Correspondence Manual and Library Regulations. When necessary, provides guidance to Directorate staff on matters related to correspondence, telephone procedures, publications, directives, reports and public relations responsibilities.

Assists with the strategic and directional development of the Directorate. Assist in developing and monitoring annual work plans and associated deliverables and results/outputs. Incumbent develops new, better or different ideas, methods, solutions or initiatives that result in improvement of law Library's products and services to all categories of users.

Plans and develops new methods for coordinating the programmatic work of a complex organization with disparate organizational segments requiring complicated administrative controls to accomplish the work of the organization. Schedules meetings and makes arrangements such as preparing agendas, notifying participants, and arranging briefings and similar matters. Develops background information and composes drafts of introduction and speeches to be presented at various meetings by managers.

Acts as office manager for the GLRD, ensuring that practices and procedures are consistent with those of the Service Unit and Library. On own initiative, recommends changes in program management and administrative policies.

Drafts, edits, and completes in final form complex memorandums, difficult reports and papers, and other very challenging original written documents related to management and administrative concerns. Reviews outgoing correspondence for clarity, consistency, completeness, and compliance to organizational policy. Recommends and upon approval implements updates and amendments to the Procedure manual and guides

Prepares purchase requisitions, travel requests and vouchers, recommendations for engaging experts and consultants, to assure adequacy of resources in meeting deadlines and schedules. Reviews all purchase requests for completeness and appropriateness. Coordinates with procurement on the purchase of major items. Follows up to ensure that responses from organization's support offices are complete and timely. Maintains inventory records. Arranges for the order and delivery of items from stock.

Reviews outgoing correspondence for clarity, consistency, completeness, and compliance to organizational policy. Discusses unsatisfactory correspondence directly with the originator and arranges for rewriting. Contacts top-level officials to develop information and assemble data not readily available for use by the supervisor in replying to correspondence. Develops materials for the supervisor's use in public speaking engagements.

Sets up 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 the Directorate, Law Library Reading Room and staff facilities.

Works with other Library offices and vendors to arrange and coordinate such activities. Supervises property management. Prepares necessary documents to accession and de-accession property. Conducts periodic surveys of equipment and property utilization and recommends action as necessary to assure that economical and efficient use is made of equipment and other property.

Performs various other duties as assigned.

Travel Required

Not required

Supervisory status
No

Promotion Potential
09

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.

Knowledge of administrative management and support.**

Ability to communicate in writing.**

Ability to utilize computer technology.

Ability to plan, organize and execute work.

Ability to communicate 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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