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 position is located in the Directorate of Acquisitions and Bibliographic Access (ABA) and may be used in any of the divisions of ABA. The incumbent of this position is responsible for carrying out a variety of administrative tasks in support of the mission of the division while providing direct support to the supervisory staff of the division. As the Administrative Specialist, you will: With the supervisor's assistance, perform and monitor administrative management requirements for the Division, including numerous sections. This includes applying administrative policies and procedures, maintaining various systems such as Momentum, eManagement, and EmpowHR, and handling travel, training, and other staff requirements. Assist in performing routine tasks in support of administration of a small, stable budget involving basic administrative expenses. Enters budget information on related forms and prepares necessary reports. Draft correspondence, recommendations, reports, and memoranda related to management and administrative issues. Receive and review all incoming correspondence. Coordinate information and responses with appropriate staff and offices to assure consistency and conformance with program policies and viewpoints. Write correspondence, memoranda, press releases or other documents relevant to program activities. Provide advice and guidance to managers and employees on administrative issues, questions and situations. Determine pertinent issues and collect relevant information from a variety of sources. Review information and apply standard analytical techniques. Serve as the organization liaison with Library Services Administrative Office. Assist in performing liaison human resources administrative support for the Division and subordinate sections where the personnel problems encountered result from a specific request from the Chief, Division management, supervisors, or employees. Request are for an immediate problem for which one or more solutions are readily apparent. Provide guidance to managers and supervisors in human resources matters involving staffing, classification, leave administration, employee relations, and training issues. Serve as the organization's liaison with Library Services Administrative Office and the Library's Human Resources Office. Assist managers and supervisors with recruitment by preparing necessary documents and providing guidance on proper procedures and policies. Coordinates and prepares personnel actions, tracks the status of various personnel actions from origination to conclusion in areas relating to human resources management in order to ensure that suspense dates are met, that employees are paid properly, that employees are at the proper step and within proper leave categories, etc. Provide support to the Contracting Officer's Technical Representative (COTA) in preparation of purchase requisitions, recommendations for engaging experts and consultants, and Requests for Proposal (RFPs), which are administered by the Division to assure adequacy of proposed resources. Identify, consider, and assist in resolving procurement administration problems of a routine nature, such as reviewing paperwork and following up to resolve minor glitches that delay procurements. Review all purchase requests for completeness and appropriateness. Provide guidance to management on procurement procedures and coordinate with the procurement office as required. Follow up to ensure that responses from the organization's support offices are complete and timely. Serves as the organization's liaison with the Library's Contracting Office. Assist in coordinating administrative tasks in support of established requirements for supplies. property management, or office moves. such as setting up and maintaining systems to control the purchase and use of supplies. Perform administrative duties to support the coordination of office moves, office construction, and other facility improvements. Work with other offices to arrange and coordinate such activities. Provide guidance to management, recommending actions to ensure the economical and efficient use of equipment and other properties. Coordinate the property management function. Acts as liaison to other managers and staff within the Division and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement Division and ABA policies, directives, and instructions. Perform other duties as assigned. The position description number for this position is 179749. 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, organize 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 in writing. 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.