Administrative Specialist

Employer
USAJobs
Location
Washington, D.C
Posted
Jan 20, 2022
Closes
Jan 28, 2022
Function
Administrative
Hours
Full Time
Duties

This position is located in the Congressional Relations Office (CRO), Office of the Librarian in the Library of Congress, and reports to the Director of CRO. The incumbent provides services directly to the Director of CRO and office staff.

The position performs administrative management functions that require knowledge of administrative principles, concepts, policies, software and objectives, as well as knowledge of CRO's goals and strategies and applicable LC Regulations and Directives. The incumbent in this position is responsible for independently coordinating and directing a variety of administrative duties requiring professional judgment.

The incumbent deals with highly confidential and sensitive human resources issues and has the ability to exercise judgement in these areas. Keeps Director informed of the status of on-going personnel actions. Acts at all times in a confidential manner with respect to policy decisions which could potentially have labor-management implications.

The incumbent identifies operational needs and difficulties, and provides articulate, workable advice and solutions for problems. The incumbent maintains effective communication and recommends policies and procedures as needed to improve management effectiveness and efficiency and to resolve any problems expeditiously. The incumbent also recommends new policies and procedures as they relate to standard or routine functions to improve the overall management, effectiveness, and efficiency of CRO.

With the supervisor's assistance and guidance, performs and monitors established administrative management requirements for CRO. This includes applying administrative policies, maintaining various systems such as EmpowHR, WebTA, Momentum, eManagement, as well as handling travel, training and other staff requirements such as maintenance of transit subsidy data.

Incumbent is proficient in use of Word, Microsoft Outlook, Microsoft Excel, Power Point, a variety of commercial databases and other software used by CRO. Interprets Library regulations, directives, and guidance regarding time and attendance matters such as overtime, compensatory time, sick leave, and administrative leave.

Drafts correspondence, recommendations, reports, and memoranda related to CRO management and administrative programs and issues. Edits and completes in final format complex memoranda, difficult reports and papers, and other very challenging original written products including minutes at staff meetings, and other multi-department meetings.

Provides advice and guidance to managers and employees on routine administrative questions and situations related to the CRO services provided. Assists in performing liaison tasks to support routine CRO activities. Performs a number of administrative and organizational duties that includes coordination of information and responses with appropriate staff and various sections within CRO and other Library offices to assure consistency and compliance with the administrative and or program policies and procedures.

Participates as an integral member of the CRO team, performing various duties that require knowledge of CRO's areas of responsibility, channels of communication, routing of correspondence, filing system and storage of files and records. Additionally, uses knowledge of the Library's goals, objectives, work processes, and administrative practices and procedures to facilitate the accomplishment of the work products of the Librarian's Office. Functions as liaison between the CRO and the Librarian's staff and with internal and Congressional customers.

Assists CRO managing complex responsibilities and commitments by identifying, researching, and resolving operational and administrative issues of a procedural nature. Independently resolves standard questions and issues related to assigned special projects, and answers questions concerning administrative policies and procedures related to office service and new projects requests.

Initiates and maintains systems to control records on all incoming correspondence and action documents. Coordinates follow-up to assure timely action or reply. Files documents appropriately to enable easy retrieval.

Performs regular reviews of the CRO's subject, correspondence, administrative, time and attendance files, and any other office related file to ensure proper disposition in compliance with CRO Records Management Schedules.

Performs other duties as assigned.

The position description number for this position is 381734.

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.

Requirements

Conditions of Employment



Library employees must be fully vaccinated by Monday, January 3, 2022. New hires must be fully vaccinated by the date of their appointment.

Employees are considered fully vaccinated when it has been at least two weeks since they received the second dose of a two-dose COVID-19 vaccine (e.g., Pfizer/BioNTech or Moderna) or the single dose of a one-dose vaccine (e.g., Johnson & Johnson/Janssen). At this time, booster shots are not necessary to be considered fully vaccinated.

New hires will be required to show proof of vaccination their first week of work.

Upon request, employees must provide proof of vaccination to the Health Services Division.

Library employees must provide proof of vaccination to the Health Services Division.

Consistent with applicable law, the Library will consider individual exceptions to the vaccination requirement based on an employee's medical condition or sincerely held religious belief. Employees with an approved exception will be subject to weekly testing and other COVID-19 safety protocols as directed, including, for example, wearing masks and social distancing.

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 drug use and activities (e.g., selling or distributing) may deem you ineligible for employment.

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 utilize computer technology.**

Ability to plan, organize and execute work.

Ability to communicate in writing.

Ability to provide advice and guidance to managers about administrative functions within an organization, including Human Resources, Facility Services, Training, and Security.

Ability to interact collaboratively with others while exercising judgement and discretion in order to develop partnerships and provide consultation/liaison services.

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 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.

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