Hybrid Administrative Specialist bei Legislative Branch

Administrative Specialist

Department: Legislative Branch

Location(s): Washington, District of Columbia

Salary Range: $69923 - $90898 Per Year

Job Summary: This position is located in the Center for Learning, Literacy and Engagement Division, Office of Communications, Outreach and External Relations, Office of The Librarian. The position description number for this position is 464624. 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, non-bargaining unit position.

Major Duties:

• Performs duties in a number of administrative functional areas, such as office management and personnel administration. Responds to questions about Library administrative policies, particularly with regards to administration, operations, and human resources. Provides guidance and procedures and advises managers and program staff on an array of administrative matters, such as performance management cycles requirements, hiring policies and guidelines, and budget climate. Analyzes office procedures and operational needs to ensure administrative support and operational needs are consistently understood and followed. The incumbent maintains effective communications and recommends policies and procedures to improve administrative effectiveness and efficiency of CLLE. Utilizes Library software applications, systems, and reporting processes (e.g., Confluence, FAME, eManagement, EmpowHR, Momentum, Service Now, GovTA) to complete assignments in a timely, effective, and efficient manner. Evaluates inter-related processes and identifies problems or deficiencies and recommends ways to improve the effective and efficiency of operations in a program or support setting. The incumbent serves as a backup to other timekeepers. Liaises with internal offices and stakeholders (e.g., LCA, SUPD, ISS) on procurement and facility-related matters. Works collaboratively with LIBN division staff to ensure items are procured appropriately. Communicates, explains, interprets, and advises on agency's procurement and facility policies, regulations, and procedures to CLLE staff as needed. Assists CLLE managers, staff, and others in acquiring procurements and facility services. Drafts written standard operating procedure documents for administrative processes, such as submitting travel vouchers, purchasing requests, performance and awards documentation, and provides guidance on these procedures as needed to staff. Prepares presentations and other documents for CLLE management. Manages CLLE units’ physical records management and digital file plan records management of permanent records, while serving as the Records Liaison. Keeps administrative and personnel files up-to-date and in accordance with Library practices. Assists in the development of CLLE's budget, providing historical data and trends from yearly spending trackers. Processes transactions associated with CLLE budget expenditures, including: training, travel, printing, office supplies, event costs, service contracts, and equipment. Works with CLLE units to assist with yearly budget elaboration. Monitors budget expenditures against eBudget requests, identifying potential issues and advising supervisors. Tracks spending to ensure appropriate management of appropriated and gift and trusts funds throughout the fiscal year and ensures appropriate processing of end-of-year spending. Assists with deadline management for all requests made of CLLE leadership. Monitors progress of the projects by establishing records of timetables and deadlines and tracking completion. Conducts analytical reviews and assessments for better program management. Provides recommendations pertaining to program administration functions to ensure streamlined operations for CLLE programming. Maintains databases and tracking spreadsheets for administrative activities, such as general purchasing, gift funds, recurring programming budgets (e.g., Family Days, Live at the Library), travel, etc. Makes decisions under general guidelines specific to program best practices and compiles information specific to programs. Identifies issues and gathers information to provide management to facilitate the resolution of problems affecting the effectiveness and efficiency of work operations in a program or program support setting. Serves as a liaison collaborating with individuals both internal and external to CLLE. Ensures that responses to all individuals who contact CLLE are provided in the most timely and professional manner by providing excellent customer service, meeting the needs of internal and external staff; and working collaboratively with management to ensure that all staff needs are addressed. Ensures that accurate information is communicated in both verbal and written form. Serves as a liaison between assigned CLLE Chiefs and the Travel Office of the Library of Congress to facilitate accurate travel plan submissions and vouchers in E2. Attends Travel & Transportation training and shares learning with assigned staff on a regular basis. Assists the Senior Administrative Specialist with monitoring and tracking training compliance for all of CLLE. 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 perform administrative management functions. ** Ability to plan, organize and execute work.** Ability to utilize computer technology.** Ability to communicate in writing. Knowledge of budget, financial, and procurement administrative practices and procedures. Ability to Serve as a Liaison. Ability to communicate effectively other than in writing.

How to Apply: Please carefully follow all instructions under the How to Apply tab to ensure you are considered for the position. 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 on USAJOBS. 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 USAJOBS 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 and submit your resume. 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 three options that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement. (1) You may select a document that you have already uploaded to USAJOBS for a previous announcement. (2) 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 or in your USAJOBS profile before uploading them. 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 4:30pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.

Application Deadline: 2025-08-04