Administrative Specialist

Summary

The Library of Congress shares its vast collections of books, manuscripts, photographs, maps, audiovisual materials, and priceless artifacts to cultivate curiosity and spark imagination. We engage, inspire, and inform Congress and the American people with a universal and enduring source of knowledge and creativity. We seek highly talented professionals to join a vibrant and collaborative community. Your work here will have lasting impact on the Library and its users well into the future.

Duties

• This announcement has an APPLICATION LIMIT of 200 applications. Therefore, applicants should apply as soon as possible. PLEASE BE ADVISED THAT THIS VACANCY ANNOUNCEMENT WILL AUTOMATICALLY CLOSE AT 11:59 PM EST ON THE DATE THAT 200 APPLICATIONS HAVE BEEN RECEIVED UNDER THIS POSTING. If the 200-application limit is not met, the job announcement will close at 11:59pm, on Thursday, September 17, 2026. Applicants need to ensure they provide all supporting documentation at the time they apply to the vacancy announcement. This position is in the Latin American, Caribbean, and European Division, Researcher and Collections Services. The position reports to the Division Chief and performs administrative management functions and assists supervisors and staff in the division in planning, organizing and supporting the utilization of personnel related resources to maximizing achievement of the goals and objectives of the directorate. The position works closely with other Administrative Specialists and staff in the directorate. 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 human resources problems expeditiously. As the Administrative Specialist, you will: Perform and monitor administrative management requirements for the division with dynamic administrative requirements with the supervisor's guidance, review and involvement. This includes applying administrative policies, researching, accessing and interpreting information in various systems such as eManagement, EmpowHR, GovTA, Momentum, Monster Government Solutions (MGS), and other staff requirements. serve as the Division Timekeeper in GovTA. Draft correspondences, recommendations, reports, and memoranda related to division management and administrative programs and issues. Provide advice and guidance to managers and employees on routine questions and situations related to the administrative services. Carry out assignments that involve thorough and comprehensive review and analysis of information. Identify, evaluate and develop specific guidelines and procedures to enhance efficient and accurate accomplishment of assignments. Manage the coordination and preparation of all personnel actions, tracking the 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.; and keep managers informed of the status of personnel actions. Provide guidance to managers and supervisors regarding personnel and administrative matters, such as classification, leave administration, conduct issues, adverse actions, promotions, training, and staff recognition; and serve as the division liaison to Employee Resources Management and Planning (ERMP) Division, Financial Management Directorate (FMD), Human Capital Directorate (HCD). Create vacancy announcements utilizing the agency's automated hiring system. Recommend methods for coordinating the administrative work of an organization with disparate organizational segments requiring administrative controls to accomplish the work of the organization; schedule meetings and makes arrangements, such as preparing agendas, notifying participants, and arranging luncheons and similar matters; develop background information and compose drafts of introduction and speeches to be presented at various meetings by the supervisor. Attend and record the minutes of meetings, which are later summarized and distributed; confirm that commitments made at the meetings and conferences are addressed; advise the supervisor of important office matters that arise during his/her absence. Draft, edit, and complete in final form, memorandums, reports and papers, and other original written documents related to management and administrative concerns; and review outgoing correspondences for clarity, consistency, completeness, and compliance with organizational policy. Working closely with FMD, reviewing and analyzing organizational requirements and providing advice of a routine nature to support the procurement process, such as disseminating guidelines to organizational staff on the documentation and justification required for requisitions. Prepare procurement documentation as appropriate. Perform other duties as assigned. The position description number for this position is 466107. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. The incumbent of this position will work a Flexitime 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

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 plan and execute work.** Ability to utilize computer technology.** Ability to interact collaboratively with others exercising judgment and discretion in order to provide liaison services. Ability to communicate effectively other than in writing.

Requirements

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

How to apply

Please carefully follow all instructions under the How to Apply tab to ensure you are considered for the position. Please note, there is no page restriction to your resume, and you are allowed to upload a resume longer than two pages in the resume section within the application process. When the application system prompts, please proceed to the agency site to complete your application. You are required to apply online for this announcement. We are unable to accept mailed or emailed documents. You must complete the entire application process, including submission of all documents BEFORE this announcement closes. To do so, complete the following steps. Step 1: If you do not already have one, create a resume and upload it to your profile in the "Resume" section. Although you must enter your Social Security Number for USAJOBS, this information will not be provided to the Library of Congress. Step 2: Review the Job Announcement. We recommend you go to the end of the Qualification and Evaluation section of the job announcement to preview the online questions that you will answer in Step 4. You may wish to customize your resume to ensure that it supports your responses to these questions. Step 3: Click on the "APPLY ONLINE" button to the right of this announcement. Follow USAJOBS' instructions to access your account. You will be redirected to the Hiring Management website to complete the application process. If this is your first time in Hiring Management, you will be asked to answer questions related to your eligibility for Federal employment. You will be able to update this information and save it to our account for future announcements. Step 4: Once you have completed the eligibility questions, you will be taken directly to the vacancy application questions. Answer all questions honestly and thoroughly. Step 5: Hiring Management offers one option that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement. You may electronically upload a document directly from your computer to your application. Be certain to review your complete application for confirmation of the document uploaded and click on "Finished" to be returned to USAJOBS. IMPORTANT NOTE: If you have multiple documents of the same kind, e.g. 2 undergraduate transcripts from different schools or 2 SF-50s, etc., be sure that they are all in the same file on your computer. If you try uploading them individually, only the last one sent will be visible in our system. If you have any questions about this information, please contact the person on this announcement BEFORE the closing date. Step 6: Click on "Finish" after you have completed your application. Once you have submitted your application, you can check your status online through your Hiring Management or MY USAJOBS account. Your complete online application and any required supplemental documentation (e.g., SF-50, etc.) must be received by 11:59 p.m. Eastern Standard Time (EST) on the closing date of the announcement. It is your responsibility to ensure that all documents are received on time and that the materials are readable. Failure to do so will result in your application being excluded from consideration for this announcement. If you are experiencing any technical difficulty with the online process, you MUST CONTACT THE POINT OF CONTACT FOR THIS ANNOUNCEMENT BEFORE THE CLOSING DATE. For all technical issues please contact [email protected] , no later than 4:00pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.