Job Information
Library of Congress Administrative Officer in Washington, District Of Columbia
Summary This position is located in the Center for Exhibits and Interpretation in the Office of The Librarian. The position description number for this position is 450560. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. The incumbent of this position will work a flextime work schedule. This is a non-supervisory, bargaining unit position. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement. Responsibilities Incumbent provides direct, confidential administrative and logistical support to CEI. Performs administrative management functions that service and/or fulfill a number of organizational requirements, including both the day-to-day activities and the long-term management of administrative and program services to meet the mission and program goals of the Office. Keeps CEI informed on matters of policy and changes in procedures. Applies existing and new agency and Office of the Librarian policies and directives, provides advice on requirements, maintains databases that reflect the fulfillment and/or status of administrative requirements, prepares administrative paperwork both for CEI tracking and record keeping and as required by the Directorate, Service Unit and other Library divisions such as the Office of the Financial Services Directorate (FSD) and Human Capital Directorate (HCD). Handles travel matters for CEI leadership and assists with travel and conference registrations for CEI program offices, working closely with the Library’s Travel Office and the Office of the Librarian. Tracks assigned tasks and deadlines and follows up with the appropriate managers and staff to ensure timely completion. Serves as contact person for CEI’s directional plan. Enters directorate information into the system designated by Strategic Planning and Program Management Office (SPPM). Attends meetings and trainings held by SPPM and schedules meetings for the team to discuss goals, objectives, and performance review and risk statements. Coordinates basic, established requirements for management of services and supplies. Works with other offices to arrange and coordinate office moves and the accession/de-accession of property. Develops tools promoting effective coordination of the records management program. Maintains accurate staff and personnel action records in eManagement, EmpowHR, and Confluence. Serves as the CEI subject matter expert (SME) in issues related to time and attendance, and acts as a Timekeeper on WebTA. Monitors adherence to existing directive concerning leave and time/attendance recording and reporting. Takes responsibility for timely submission of annual performance ratings. Processes personnel actions as they relate to promotions, schedule changes, new hires, and all other personnel actions. Oversees the processing of awards and performs final review for all awards forwarded to the division chief for approval. Independently exercises judgement and discretion and demonstrates an in-depth understanding of operations to ensure policies and practices are observed and responsibilities are performed in a professional, tactful manner. Acts as the liaison with HCD concerning personnel-related matters. Provides advice and assistance to CEI leadership concerning Federal and Library human resource processes and procedures. Initiates, tracks the progress of, and keeps management informed on ongoing personnel actions such as new hires, temporary appointments, appraisals, etc. Manages budget formulation and execution for various appropriated, gift and trust funds. Oversees the accounting for various funds to support operational activities and exhibition/publishing projects. Gathers and analyzes data to complete budget calls and spending plans for gift and trust funds according to the managers’ identified objectives and established exhibition and publishing budgets. With the support of supervisor, prepares annual budget and spending plans for various funds for submission to LCA and FSD as required. Acquires equipment and services through standard government procedures for procuring, authorizing, controlling and justifying purchase. Prepares purchase requisitions, recommendations for engaging experts and consultants and Request for Proposals to assure adequacy of resources in meeting deadlines and schedules. Assists CORs with data entry in eACQ and Momentum for a wide variety of acquisitions, including new negotiated contracts, simplified acquisitions, and IDIQs. Coordinates with procurement on the purchase of major items. Reviews and analyzes correspondence for the Director of the Center for Exhibits and Interpretation. Screens publications, directives, and periodicals, bringing items of significance to the Director’s attention. Reviews and manages correspondence in the CCM Mercury correspondence system assigned to the Center for Exhibits and Interpretation. Provides primary support for the CEI Director’s appointments, maintaining the Director’s calendar. Schedules meetings with internal and external contacts as directed. Ensures the Director’s activities and meetings are fully and appropriately staffed when the Director is not available. Makes arrangements such as preparing agendas, notifying participants and arranging meals/refreshments. Requirements Conditions of Employment 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 including human resources, budgeting/finance, and contracting/procurement.* Ability to utilize computer technology and applications.* Ability to analyze organizational and operational problems and develop solutions using analytical methods to improve programs and processes.** Ability to interact collaboratively with others exercising judgment and discretion in order to provide consultation and liaison services. Ability to communicate in writing. Ability to communicate effectively other than in writing. Education Additional Information 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. Women, minorities, and persons with disabilities who meet eligibility requirements are strongly encouraged to apply. 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 ADA@loc.gov. 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 EEO/Diversity Programs at 202-707-6024 or email spp@loc.gov. 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.