Management Assistant Job in Washington, DC

Collaborates with OIG staff for human resources (HR) functions related to the onboarding/offboarding of new employees and contractors, including new hire requirements, such as equipment and access coordination; personnel actions; performance management; awards; time and attendance; and systems access for OIG staff. Establishes monitoring systems to ensure timely completion of HR requirements or other organizational requirements. Coordinates HR related requirements for the OIG to include advising managers and employees on personnel services. Evaluates, processes, and makes recommendations for effective organizational change based upon analysis of organizational needs.

Assists OIG staff with budgetary and contracting matters.  Maintains purchase card records requirements, ensuring compliance with purchasing standards and regulations.  Reviews purchase requests for completeness and appropriateness.

Develops and maintains relationships with various stakeholders in government and/or private industry, including OIG leadership and representatives, Council of the Inspectors General on Integrity and Efficiency (CIGIE), and consulting firms that perform investigative or audit services.

Completes work assignments that involve thorough and comprehensive review and analysis of administrative issues in support of the OIG. Identifies and performs liaison tasks to support the organizational planning process.

Coordinates office activities ensuring that practices and procedures used by staff are consistent with those of established OIG policies and regulations. Identifies and recommends changes in administrative policies. Prepares agendas for and coordinates periodic training in all phases of clerical and administrative support work such as correspondence, telephone procedures, publications, directives, reports, and public relations responsibilities.

Monitors the performance evaluation systems within the OIG structure.

Plans and coordinates all aspects of the office on-site or off-site training in collaboration with the Inspector General (IG) and other OIG staff.

Interprets administrative policies and proposes and implements organizational procedures to cover operations. Examples could include compiling required documents and reviewing and tracking personnel actions; and monitoring the procurement of supplies, property, and services. 

Plans and develops new methods for coordinating the administrative work of the OIG with a dynamic workload requiring complicated administrative controls to accomplish the work of the organization. Serves as records management liaison, ensuring compliance with the agency records schedule.  

Attends meetings and follows up to ensure that commitments made at meetings and conferences are addressed. Manages conference and organizational calendars.

Receives all correspondence for the office. Screens publications, directives, and periodicals, bringing items of significance to the supervisor's attention. Answers mail that can be handled personally and navigates the subordinate levels of organizational hierarchy to determine the appropriate staff members to handle technical matters.

Drafts and composes correspondence or other documents based on oral instructions, information obtained from files, and data obtained from staff members. Correspondence may be on behalf of the IG, or other staff. Determines the appropriate person to receive sensitive or non-routine inquiries using personal knowledge of the OIG’s programs, areas of responsibilities, and work assignments. Assists in processing hotlines.  

Exercises discretion and professional judgment regarding the organization and execution for the IG's calendar and time commitments. Schedules meetings and makes arrangements such as preparing agendas, notifying participants, and arranging luncheons and similar matters. In coordination with staff, develops background information and composes drafts of introduction and speeches to be presented at various meetings by the IG. Sets up conferences requiring planning and arranging of travel and hotel accommodations, based on knowledge of the schedules and commitments of the participants. May arrange for one of the IG's subordinates to represent the OIG.

Handles routine correspondence for IG. Coordinates with staff on substantive correspondence requiring IG signature.

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 practices and procedures**

Ability to provide advice and guidance to management.**

Ability to provide office management.**

Ability to provide executive support. 

Ability to communicate in writing. 

Ability to interact collaboratively with others, exercising judgment and discretion in order to provide customer and liaison services. 

Ability to communicate effectively other than in writing.

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 the minimum step of the grade.

The Library of Congress is an equal opportunity employer. All who meet the eligibility requirements are encouraged to apply.

Applicants must submit a complete application package that is received by the closing date of this announcement.

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 contact 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 certificate of disability must verify that the applicant has a severe disability and may be issued by a State Vocational Rehabilitation Office, a Disability Services or Career Services Office of the applicant's college or university, or the Department of Veterans Affairs. The date of certification must be within three (3) years of the vacancy closing date and must be submitted with your application. For more information contact the Library's Office of Equal Employment Opportunity and Diversity Programs at 202-707-3960 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.

Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation.

The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement.

Initial appointments, permanent or indefinite, to the Library of Congress require completion of a one-year probationary period.

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.

For more information regarding eligibility requirements, please see the Library of Congress Merit Selection Plan, Section X.D, at: http://www.loc.gov/hr/employment/msp010909.pdf.

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.