Summary
The position serves as a Program Assistant and reports directly to the Chief of the Division at the Taylor Street Annex.
This position is located in the Collections Division, National Library Service Blind/Print Disabled Directorate, Library Collections and Services Group.
The position description number for this position is 414163.
The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.
This is a non-supervisory, bargaining unit position.
This job is open to
Clarification from the agency
Anyone may apply - By law, employment at most U.S. Government agencies, including the Library of Congress, is limited to U.S. citizens. However, non-citizens may be hired, provided that other legal requirements are met and the Library determines there are no qualified U.S. citizens available for the position.
Duties
Manages all aspects of the travel and training process in a successful and timely manner to ensure that staff can meet the division and directorate goals. Maintains databases and has a working knowledge of how to enter, monitor, and retrieve data in various systems pertinent to executing the travel and training needs of staff. Proficient in utilizing Momentum, eManagement, and eTravel. Serves as the proxy for staff related travel needs. Reviews, analyzes, and interprets administrative issues, problems, and requests. Estimates projected costs and calculates actual expenses for budgetary purposes to stay within allotted funds. Surveys staff to assess desired and needed/mandated training so staff remain current on needed skill sets. Serves as the division’s primary timekeeper and monitors the automated WebTA system constantly. Sends office-wide reminders pertinent to recording work and leave properly and ensures that staff validate and certify their timesheets by the specified deadline each pay period. Answers questions and solves problems and discrepancies related to time and attendance. May occasionally assist on performing leave audit work as well. Provides advice and guidance to management and staff on administrative procedures, regulations, and requirements related to travel and training.
Organizes, manages, and creates correspondence in a wide variety of formats and purposes. Drafts and sends e-mail on the behalf of the chief to the staff to inform them of policies, procedures, and current events effecting the division. Maintains and updates contacts and distribution lists to aide in efficient communication. Compiles meeting minutes and agendas, manages annual report drafts, and finalizes planning documents. Monitors correspondence routing to insure that actions taken are completed accurately and that appropriate procedures are followed. Reviews and edits written material for various audiences. Coordinates all logistics for various board meetings, including scheduling rooms and ensuring the proper AV equipment, technical support, seating, and table arrangements are completed on time. This includes utilizing the automated FAME system on a routine basis. Resolves immediate, routine, and non-complex problems and makes recommendations for the resolution of difficult problems.
Establishes and maintains effective working relationships with various individuals throughout the division, directorate, service unit, and the Library. Resolves project-related conventional problems and situations. Independently advises on common program and/or administrative problems and issues. Acts as a liaison to other managers and staff within the division and for other divisions within the directorate. Provides accurate advice on procedures, reports, requirements, and other matters necessary to implement division policies, directives, and instructions about the project assigned. Provides guidance to clerical assistants and assists in the resolution of complex programmatic issues that interfere with project goals. Creates and maintains different formats and methods for organizing information related to projects, such as tracking and filing documents and recording and logging data. Utilizes automated systems and software such as the full Microsoft suite including Microsoft Word, Excel, Power Point to accomplish project-related work.
Works closely with others to organize and assist with implementing implement program plans. Reviews program goals and objectives and ensures program objectives are implemented as outlined and assist with implementation. Under the? supervision of the Director and higher-level staff, recommends priorities for performing program analysis and evaluation in the areas of program management, resource allocation and effectiveness of staff, with a particular emphasis on program responsiveness and customer service. As necessary, performs revisions of program operations to maintain consistency with current program strategies and emphasis.
Assists with reviews by management of programs, working in conjunction with all component sections to maximize their efforts to fulfill their mission in an effective and efficient manner.
Participates in the testing and development of new software and hardware systems. Using knowledge of various database systems develops troubleshooting methods and procedures to resolve difficult problems.
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 apply administrative processes and techniques.**
Ability to communicate in writing.**
Ability to utilize computer technology.**
Ability to plan, prioritize, organize and execute work.
Ability to interact collaboratively with others.
Ability to communicate effectively other than in writing.
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 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.
For more information regarding eligibility requirements, please see the Library of Congress Merit Selection Plan, Section 8.5, at: Merit Selection Plan You may preview questions for this vacancy.
Required Documents
Current or former federal employees must submit their most recent Notification of Personnel Action (SF-50 or equivalent).
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. The program does not accept certification from health care providers. For more information contact the Library's Office of Equal Employment Opportunity and 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.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
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.
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