Administrative Specialist na Legislative Branch

Other

Duties

The Administrative Specialist assists with the overall management and administration of services to further the mission of the Manuscript Division, one of the largest special collections repositories in the world, dedicated to acquiring, preserving, and making available for research use and exhibition personal papers and organizational records documenting the breadth and complexity of American history. The incumbent reports to the chief of the division and has a confidential working relationship with the chief and other division supervisors. In carrying out administrative responsibilities, the incumbent applies a basic knowledge of and skill in personnel management; employee relations; budget implementation and financial processes; contract administration; office equipment procurement procedures; records management; program evaluation; facility services and space utilization; and other related activities. With the supervisor’s assistance and that of the special assistant to the director, performs and monitors a wide range of administrative management functions and requirements. This includes applying Library and division policies and procedures as well as using various automated systems to record and process financial transactions, personnel actions, time and attendance, travel arrangements, training needs, and a variety of other administrative processes in systems such as Momentum, GovTA, eManagement, EmpowHR, E2, Solutions Business Manager (SBM), FAME, Service Now, and Confluence. Assists in coordinating the collection of information in response to data calls from the Directorate, Service Unit, or Library. Compiles and reviews responses for accuracy and eliminates duplication prior to submitting for the division chief’s final review. Evaluates and analyzes information and with guidance updates responses to align with organizational mission and annual directional plans. Collects and manages statistics and selected narrative sections of the division’s monthly and annual reports. Creates, updates, and maintains intranet pages and other shared information systems in the division. In the area of personnel management, the incumbent works closely with administrative staff in the Library Collections and Services Group (LCSG) and Human Capital Directorate (HCD) and their subordinate offices to assist in carrying out an effective personnel management program in the Manuscript Division. Coordinates and prepares personnel actions, such as promotions, new hires, reassignments, resignations, details, etc., and tracks the status from origination to conclusion to ensure that deadlines are met, employees are paid, and staff are occupying the proper position description, step, and leave category. Supports supervisors and staff in onboarding and off-boarding efforts by preparing the necessary documents and providing clear guidance on proper procedures to help staff obtain ID badges, transit benefits, keys, and access to needed IT systems and mandatory training. Assists the chief and section heads in monitoring fiscal activities, including expenditures from gift and trust funds as well as allotments under appropriated funds for travel, training, acquisitions, equipment, supplies, etc. Provides guidance to management on procurement procedures, deadlines and requirements, and coordinates with relevant offices as required. Provides administrative services related to space, equipment, and security. Depending on other staff resources, the incumbent may serve as the division’s property liaison, office emergency coordinator (OEC), safety liaison, and automation technology liaison.

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.

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 for an organization.** Ability to apply human resources administrative processes.** Ability to interact collaboratively with others exercising judgment and discretion in order to provide consultation and liaison services.** Ability to utilize computer technology.** Ability to plan and execute work. Ability to communicate in writing. Ability to communicate effectively other than in writing.

Other Information

Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement. 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 at step one of the grade. The Library of Congress is an equal opportunity employer. Applicants must submit a complete application package that is received by the closing date of this announcement. Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation. For more information, please see: Vetting Process 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 [email protected]. 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 Equal Employment Opportunity at 202-707-6024 or email [email protected]. 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. The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement. Initial permanent appointments to the Library of Congress require completion of a one-year probationary period. Probationary periods served at other Federal agencies do not count toward this requirement. 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. 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.