Program Assistant

Library of Congress

Washington, DC

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JOB DETAILS

SKILLS

Administrative Procedures, Analysis Skills, Audiovisual, Auditing, Board Meeting, Budgeting, Communication Skills, Cost Estimates, Database Administration, Employee Benefits, Establish Priorities, Federal Government, Legal, Library of Congress, Logistics, Mail Processing, Manage Agenda, Meeting Minutes, Microsoft Excel, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Operational Strategy, Operational Support, People Management, Policy Implementation, Problem Solving Skills, Program Evaluation, Regulatory Requirements, Staff Training, Team Player, Technical Support, Time Management, Willing to Travel, Writing Skills

LOCATION

Washington, DC

POSTED

1 day ago

Summary

This position is in the National Library Service for the Blind and Print Disabled, Library Collections and Services Group.

The position description number for this posting 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.

Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.

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Duties

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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 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 aid in efficient communication. Compiles meeting minutes and agendas, manages annual report drafts, and finalizes planning documents. Monitors correspondence routing to ensure 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.

Assist with drafting recommendations to resolve problems of program effectiveness, efficiency, operations, or support by identifying sources of information and providing analysis of relevant factors.

Requirements

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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.

Education

There are no education requirements for this posting.

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.

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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.

About the Company

Library of Congress

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