Duties
This position serves as Secretary (Office Automation) to the Division Chief in the assigned area. The incumbent provides administrative and secretarial support to the division chief, coordinating office activities for the division. Incumbent performs routine and non-routine confidential duties related to sensitive personnel and/or labor relations matters to support the administrative and secretarial activities to the Division Chiefs.
Provides administrative and secretarial support and assistance to the Chief and/or Assistant Chief of one of the three Divisions within the Registration Program. Systematically evaluates and improves office operations for an extensive organization with varying functions performed in subordinate offices. Develops and uses formal procedures to track the coordination of work performed outside the organization.
Receives and screens calls and visitors and takes appropriate action. Contacts prominent private individuals and government officials, and senior Library and Copyright Office managers to share and receive information. Maintains the Division Chiefs calendar, establishes priorities without specific approval, and independently schedules appointments, meetings, and conferences, including selecting a mutually satisfactory time, reserving rooms and notifying appropriate participants.
Researches, collects and organizes information and materials for the supervisor's use at meetings, and provides background on the subject matter of meetings and conferences. When required, prepares handouts for meetings. Attends meetings, notes commitments made, prepares minutes, and follows-up on action items with appropriate staff members to ensure commitments made are met.
Serves as the timekeeper and maintains time and attendance records, using the Library's online system, for the Division office, the supervisory staff in the Division, and other sections or units as required. Provides advice and guidance to staff, other timekeepers and supervisors, concerning confidential and sensitive time and attendance matters.
Orders and maintains an inventory of office supplies. Keeps supplies well organized. Coordinates with Division Chief and other staff as to what supplies are needed.
Receives, reads and/or reviews all incoming mail, publications, regulations, directives and correspondence that affect the organization or requires the Division Chief's attention and determines proper action. Independently determines the appropriate person to receive technical inquiries using personal knowledge of assigned organization programs, priorities, goals, and objectives. Personally takes appropriate action based on knowledge of the Division's priorities, goals and objectives. Personally composes non-technical correspondence and reports from oral instructions, information obtained from files, and data obtained from staff members. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative to complete assignment. Brings significant items in reports, files, and correspondence to the supervisor's attention.
Systematically evaluates and improves correspondence operations for an extensive organization with varying functions performed in subordinate offices. On own initiative and discretion, determines which organizational segments should handle technical mail and correspondence. Establishes a sophisticated action tracking system and logs incoming materials, correspondence and action documents to determine proper action and deadline. Follows up with supervisors' subordinates and ensures assignments have been completed timely.
Responds to requests for information from other organizations within the agency concerning programs under the supervisor's control. Independently assembles requested information, from available background data, prepares responses addressing information or follows up to see that subordinates submit the required answers within the specified time.
Personally prepares administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor's views and desires. Carries out special projects, such as assisting in the preparation of the Division's annual report, in cooperation with the Chief, Assistant Chief, and section heads.
Compiles and maintains the Division's office statistics. Ensure accuracy of statistics by coordinating and overseeing the reporting of individual statistics by sections. Prepares statistical projections, comparisons, etc. Participates in the drafting and editing of the Division Annual Report, especially in those areas involving statistical reporting, projections, comparisons, and analysis of statistical data to determine trends etc.
Performs other duties as assigned.
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 plan, organize and execute work.**
Ability to apply administrative processes and techniques.**
Ability to interact collaboratively with others, exercising judgment and discretion in order to provide customer and liaison services.
Ability to utilize computer technology.
Ability to effectively communicate in writing.
Ability to communicate effectively other than in writing.
Education
This job does not have an education qualification requirement.
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.
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 Equal Employment Opportunity 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.
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.
Review our 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.
How you will be evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
The Library of Congress evaluates applicants through an applicant questionnaire and a structured interview. Applicants may also be screened for some jobs through licensing, certification, and/or education requirements, a narrative/application review, and/or a preliminary telephone interview. The knowledge, skills, and abilities (KSAs) that are marked with a double asterisk (**) in the vacancy announcement and the applicant questionnaire are considered the most critical for a position. To be considered for final selection, applicants must demonstrate fully acceptable experience in these designated KSAs in the narrative/application review, preliminary telephone and/or full structured interview. The various assessment tools listed above are designed to verify or explore applicants' experience, knowledge, and training directly related to the job in order to identify the best qualified applicants for selection.
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