Administrative Procurement Specialist

Employer
USAJobs
Location
Washington, D.C
Posted
Sep 16, 2020
Closes
Sep 23, 2020
Hours
Full Time
Duties

Summary

Copyright is a form of legal protection provided by the laws of the United States (Title 17, U.S. Code) to authors of literary, dramatic, musical, artistic, and other works. The Administrative Services Office provides various support services, including human resources, training, facilities management and planning, personnel and facility security, safety services, and procurement services. The Program Specialist is responsible for routine administration of non-contracted procurement activities

Learn more about this agency

Responsibilities

Serves as the central Copyright Office resource for the acquisition, stocking, and disbursal of consumables, such as paper and toner cartridges used by copiers and similar equipment, and for standard consumable office supplies. Is the central Copyright Office resource for the issuance and administration of cellular phones and service for approved users. Serves as a liaison for the repair of cellular telephones, copiers and similar equipment. Maintains a relationship with various units within the Copyright Office and the Library, clarifying orders and providing guidance in a timely manner on various procurement matters. Solicits, receives, aggregates, and forwards requests for technical equipment acquisitions for final processing and disposition by other offices.

Establishes, administers and revises standard operating procedures (SOPs) for the ordering of consumable supplies, maintenance and distribution of inventory, the acquisition of repair services for copiers and similar equipment, and for cellular telephones. Communicates relevant SOPs to other offices for them to follow.

Elevates problems to management as necessary. Ensures that management knows of emerging issues and problems with any procurements. In all activities, maintains a professional manner, utilizing tact, courtesy, cooperation, diplomacy and sensitivity. Speaks and writes clearly so that all information is conveyed in an unambiguous and efficient manner.

Analyzes organizational requirements and provides guidance on service unit procurement activities. Prepares and submits routine procurement requests with all necessary documentation. Follows established policies when utilizing an agency credit card and entering credit card transactions into the financial system. Reconciles credit card statements in accordance with the established schedule. Checks all incoming shipment invoices against credit card procurement documents to ensure that of the correct ordered items were received. If items were not received, follows-up with vendors to arrange shipment or credit.
Provides management with feedback on procurement procedures and responsiveness of other offices.

Coordinates telecommunications moves for office reassignments, construction, or new employees, in a timely manner and following established procedures. Enters and monitors Automated Hazard Abatement Program (AHAP) reports relative to safety and ergonomic cases and closes them when resolved. Reviews and approves facilities system requests on a regular basis. Serves as the point of contact for matters related to the maintenance and service of the audio-visual system installed in the Copyright Hearing Room, receiving and verifying reports of malfunction and arranging appropriate vendor response. Receives requests to use the Hearing Room AV system and coordinates system availability with the Copyright Modernization Office (CMO).

Ensures sensitive property is tracked from order to program delivery. Forwards tracking numbers for sensitive equipment to the Receipt, Analysis and Control Division within one day of receipt. Follows-up with vendors when tracking numbers are not forwarded after purchase. Ensures that barcodes are applied on equipment as appropriate. Prepares documentation to de-accession property when necessary and ensures facilities system request to de-accession property are complete.

While performing daily activities, the incumbent is also responsible for ensuring proper handling and security of all Library and Copyright Office material.

The position description number for this position is 383096.

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, bargaining unit position.

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

Travel Required

Not required

Supervisory status
No

Promotion Potential
11

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 plan, organize and execute work.**

Ability to provide advice and guidance to managers and staff regarding administrative support processes such as procurements, contracts and/or property management functions.**

Ability to develop and maintain effective working relationships and serve as a liaison for an organization.**

Ability to use computer systems and software applications.

Ability to communicate effectively 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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