Administrative Specialist
Job Location:
Washington, DC - USA
Yearly Salary:
Posted:
Application Deadline:
Vacancies:
Job 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 seekhighly talentedprofessionals to join a vibrant and collaborative community. Your work here will have lasting impact on theLibraryand its users well into the future.
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 supervisors 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 organizations liaison with Library Services Administrative Office and the Librarys 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 Officers 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 organizations support offices are complete and timely. Serves as the organizations liaison with the Librarys 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.
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 addition past or current drug use and activities (e.g. selling or distributing) may deem you ineligible for employment.
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.
Althoughit is the Librarys 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 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 proof or disability/certification may be issued by the State Vocational Rehabilitation Office Disability Services or Career Services office of the applicants college or university or the Department of Veterans Affairs. The lettermust verify that the applicant has a severe disability and must be dated within three years of the date of the from health care providers are not more information contact the Librarys Office of Equal Employment Opportunity at or email 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 unitswithin 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.
Candidates should be committed to improving the efficiency of the Federal government passionate about the ideals of our American republic and committed to upholding the rule of law and the United States Constitution.
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Eligibility for benefits depends on the type of position you hold and whether your position is full-time part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
Required Experience:
IC
