Administrative Support Assistant

Employer
USAJobs
Location
Washington, D.C
Posted
Oct 20, 2020
Closes
Oct 21, 2020
Hours
Full Time
Duties

Summary

This position is located in the Reference and Reader Services Section, Rare Book and Special Collections Division, Special Collections Directorate, Library Services.

Learn more about this agency

Responsibilities

This position is located in any division in the Collections and Services Directorate. The incumbent provides full administrative support for the division to facilitate the mission of the division and directorate. Working under the direction of the chief of the division, the incumbent provides the full range of administrative functions and responsibilities needed to maintain a smooth and seamless flow of all administrative and office operations for the
division.

Assigns and monitors office communications for the office and support staff. Maintains control logs for incoming correspondence and follows up to ensure timely completion and proper execution of all required policies and procedures.

Systematically evaluates and improves procedures for providing office administrative support. Evaluates the need for new or changed procedures within the divisions, consulting with the chiefs. Initiates new and revised office procedures and recommends improvements to existing procedures.

Evaluates and advises on procedures for providing office administrative support. Recommends changes in administrative practices and services as the source of information on administrative procedures. Provides the manager or supervisor with the necessary information needed to make decisions on the administrative aspects of the organization operations and management.

Applies detailed knowledge of current program requirements, projected needs, and an awareness and understanding of ongoing programs in other units. Independently applies comprehensive knowledge of data sources and pertinence of the subject matter to identify, select, and abstract materials from existing files, reports, and studies for use by others.
Independently conducts research, evaluating and validating specific data for use in complex reports and studies authored by others. Locates, selects, and summarizes data from several sources; and presents findings in a single compilation. Applies thorough knowledge of subject matter and of the techniques and methods characteristic of research work.

Provides procurement support. Coordinates the inventory of supplies used by the unit. Ensures that an adequate number of supplies are ordered and in stock so that there is no disruption in service. Prepares and reviews requisitions and related forms and documents for requesting material, equipment, and services. Contacts prospective vendors/supplies/contractors and researches price and availability information for specialized or non-routine items.

Manages and maintains division and Library-wide policies and procedures. Reads incoming publications, regulations, and directives that may affect the organization. Initiates development of new or revised administrative policies and procedures necessary for efficient administrative functioning of the organization, consulting with the manager. Independently, recommends improvements to existing procedures.

Systematically evaluates and improves correspondence operations for an extensive organization with varying functions performed in subordinate offices. On own initiative and discretion, determines which organizational segments should handle technical mail and correspondence. Uses formal procedures to ensure that information about work performed outside of the organization is included in the technical responses. Establishes control records on incoming
correspondence and action documents, following up on work in-progress to ensure timely action. Integrates correspondence, reports, spreadsheets, and similar documents using a variety of software applications.

Systematically evaluates and improves office operations for an extensive organization with varying functions performed in subordinate offices. Uses formal procedures to track the coordination of work performed outside of the organization.

Controls the supervisor's calendar, scheduling meetings and appointments without prior approval. On own initiative and discretion, arranges for representation by a subordinate official when that is desirable. Independently determines which staff members should attend meetings or represent the organization at conferences, based on the supervisor's view of such issues.

The position description number for this position is 360141.

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

The incumbent of this position will work a compflex 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
08

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 Apply Administrative Processes and Techniques.**

Ability to interact collaboratively with others.**

Knowledge of mail, correspondence, and report processing.**

Ability to Utilize Computer Technology.

Ability to attend to detail.

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.

Similar jobs