Administrative Specialist

Library of Congress • Washington, DC

6d • Onsite

About The Position

The Library of Congress seeks a highly talented Administrative Specialist to join a vibrant and collaborative community. This position is in the African and Middle East Division, General and Collections Directorate, Researcher and Collections Services. The incumbent will perform administrative management functions and assist supervisors and staff in planning, organizing, and supporting the utilization of personnel resources to maximize the achievement of the directorate's goals and objectives. 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. 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.

Requirements

• 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.

Responsibilities

• Perform and monitor administrative management requirements for the division with dynamic administrative requirements with the supervisor's guidance, review and involvement.
• Apply 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.
• 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.

Benefits

• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed