Duties
The incumbent provides a wide range of administrative management functions and controlling associated requirements for the Division, and the Preservation Directorate. This includes applying administrative policies and procedures as well as operating various automated systems to record and process financial transactions, time and attendance, personnel actions, travel arrangements, training needs, and a variety of other administrative processes. The incumbent serves as the Division contact and expert for all relevant Library administrative processes and systems.
Coordinates information collection for data calls from the Directorate, Service Unit, or Library. Compiles and reviews responses for duplication and accurate information. Evaluates and analyses information and updates responses to align with mission, and supported organizational narratives and metrics. Collects and manages metrics and narratives for the Division's and Directorate's monthly, quarterly and annual reports. Creates, updates, and maintains intranet pages and project management, collaboration, and documentation systems, and other shared information systems in the Directorate.
Serves as a point of contact to submit and monitor service requests in automated systems, including creating, updating, and closing tickets on behalf of end-users and coordinating between end-users and service teams to schedule services and ensure timely response to service requests.
Serves as the Division Timekeeper and the timekeeper for other Preservation Directorate Divisions as needed. Monitors time usage recorded for accuracy, resolves any issues or discrepancies, answers staff inquiries related to time recordation, makes corrections, and performs leave audits. Reviews and applies Library regulations, directives, and guidance regarding time and attendance matters such as proper recordation of time, overtime, compensatory time, sick leave, administrative leave, holiday pay, FMLA, and accounting for telework.
Provides advice and guidance to supervisors and employees on time and attendance matters to include those that are require outside organization coordination, such as with Health Services Division. Independently identifies recurring issues and collects relevant information from a variety of sources to resolve complex problems that cannot always be resolved using standard or established procedures.
Serves as liaison to the Employee Resources Management and Planning (ERMP) Division and the Human Capital Directorate (HCD) and provides human resources administrative support for the Division and subordinate Sections by processing personnel actions requests and performance management activities. Coordinates and prepares personnel actions, such as promotions, new hires, reassignments, etc. and tracks the status of various personnel actions from origination to conclusion in order to ensure that deadlines are met. Resolves encountered personnel administration problems brought forward by the Chief, supervisors, or employees by researching applicable policies and procedures and then providing specific recommendations. Identifies issues that require urgent action and provides resolutions appropriately.
Provides administrative and evaluative support facilitating annual budget preparation and execution. Participates in reviewing past expenditures, and current office needs, plans, and goals to develop budget data and justification for review and approval. Responsible for the execution of specific budget line items including printing, office supplies, and other supporting office management funds.
Coordinates the procurement of office supplies and printing services. Reviews all purchase requests for completeness and appropriateness. Provides guidance to management on procurement procedures, deadlines and requirements, and coordinates with relevant offices as required, serving as the organization's liaison with FMD on these issues. Identifies, considers, and resolves procurement administration problems of more urgent and/or complex issues. If requested, serves as a Purchase Card holder.
Oversees and handles Division staff mail distribution and shipments.
Creates, reviews, analyzes, manages, and/or updates existing divisional policies and procedures to ensure that they efficient and reflect current regulatory standards and processes. Provides recommendations for administrative processes. Provides advice on procedures, reports, requirements, and other matters necessary to implement Library policies, directives, and instructions related to program support. Independently resolves complex program or administrative issues or problems.
Serves as an advisor to the management on administrative and organizational matters. Makes recommendations for identified issue resolution providing regulation, policy, and procedure justification to support recommended action.
Performs other duties as assigned.
Requirements
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.**
Knowledge of budget, financial, procurement and contracting administration practices, and procedures.**
Ability to interact collaboratively with others in order to provide consultation and liaison services.**
Ability to utilize computer technology and applications.
Ability to communicate in writing.
Ability to communicate effectively other than in writing.
Education
This job does not have an education qualification requirement.
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. 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 to Apply
Please carefully follow all instructions under the How to Apply tab to ensure you are considered for the position.
You are required to apply online for this announcement. We are unable to accept mailed or emailed documents. You must complete the entire application process, including submission of all documents BEFORE this announcement closes. To do so, complete the following steps.
Step 1: If you do not already have one, create a resume on USAJOBS. Although you must enter your Social Security Number for USAJOBS, this information will not be provided to the Library of Congress.
Step 2: Review the Job Announcement. We recommend you go to the end of the Qualification and Evaluation section of the job announcement to preview the online questions that you will answer in Step 4. You may wish to customize your USAJOBS resume to ensure that it supports your responses to these questions.
Step 3: Click on the "APPLY ONLINE" button to the right of this announcement. Follow USAJOBS' instructions to access your account and submit your resume. You will be redirected to the Hiring Management website to complete the application process. If this is your first time in Hiring Management, you will be asked to answer questions related to your eligibility for Federal employment. You will be able to update this information and save it to our account for future announcements.
Step 4: Once you have completed the eligibility questions, you will be taken directly to the vacancy application questions. Answer all questions honestly and thoroughly.
Step 5: Hiring Management offers three options that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement.
(1) You may select a document that you have already uploaded to USAJOBS for a previous announcement.
(2) You may electronically upload a document directly from your computer to your application. Be certain to review your complete application for confirmation of the document uploaded and click on "Finished" to be returned to USAJOBS.
IMPORTANT NOTE: If you have multiple documents of the same kind, e.g. 2 undergraduate transcripts from different schools or 2 SF-50s, etc., be sure that they are all in the same file on your computer or in your USAJOBS profile before uploading them. If you try uploading them individually, only the last one sent will be visible in our system. If you have any questions about this information, please contact the person on this announcement BEFORE the closing date.
Step 6: Click on "Finish" after you have completed your application. Once you have submitted your application, you can check your status online through your Hiring Management or MY USAJOBS account. Your complete online application and any required supplemental documentation (e.g., SF-50, etc.) must be received by 11:59 p.m. Eastern Standard Time (EST) on the closing date of the announcement. It is your responsibility to ensure that all documents are received on time and that the materials are readable. Failure to do so will result in your application being excluded from consideration for this announcement.
If you are experiencing any technical difficulty with the online process, you MUST CONTACT THE POINT OF CONTACT FOR THIS ANNOUNCEMENT BEFORE THE CLOSING DATE. For all technical issues please contact jobhelp@loc.gov , no later than 4:30pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.
Next steps
Please review our evaluation process under Evaluation. You may check the status of your application for this position at any time by logging onto the USAJOBS "My USAJOBS" tab and clicking on "My Applications." You will receive final notification via e-mail when the vacancy has been filled.