Administrative Specialist

DutiesThe administrative specialist plays a crucial role in ensuring the smooth operation of the Talent Recruiting and Outreach (TRO) division within the Human Capital Directorate (HCD). This team is responsible for agency recruitment and planning and administering agency-wide internship and fellowship programs. This role requires exceptional organization, communication and collaboration skills to support both the chief of the division and the staff of program managers, recruitment specialists and team leads.IS THIS JOB FOR ME?This Role MIGHT Be For You IfYou are comfortable working within a fast-paced and changing environmentYou are comfortable learning and seeking out ways to develop new professional skills both on the job and independentlyYou are skilled at clarifying processes, tasks and next steps to facilitate progressYou are comfortable managing multiple projects and initiatives simultaneouslyYou are comfortable consulting with colleagues to help them quickly resolve problems and implement solutionsThis Role MIGHT NOT Be For You IfYou strongly prefer working alone with little to no interaction with colleaguesThe prospect of learning new office computer software and tools and supporting others through new implementations does not appeal to youYou prefer an environment with little change or need for adaptabilityYou require each task to be assigned and closely monitored in order to begin or make progress on a project/initiativeThis staff member will use a variety of automated systems to perform tasks ranging from personnel actions, budget issues, staff health, and safety concerns. This role requires working closely with staff from HCD as well as managers and supervisors, and administrative personnel Library-wide on administrative matters.Serves as a liaison within the TRO immediate office, the HCD and other agency offices. Identifies and assists in performing liaison tasks to support human resources administrative activities of a routine nature.Serves as TRO's timekeeper and answers routine questions related to leave administration. In close consultation with HCD staff, reminds TRO staff of standard validation dates, accelerated validation dates, as well as federal holidays and any other type of agency determined closings. Serves as TRO's Records Management Liaison and coordinates records management activities working closely with the agency's Records Management Officer.In coordination with leadership and management, establishes positions and develops position descriptions. Provides personnel reports to TRO management from the human resources information system or from data collected and compiled from various sources for general information purposes or in response to a specific request.Assists the supervisor with the execution of the hiring and recruitment process.Provides administrative support to TRO Chief ensuring the Chief's calendar and divisional shared calendar are synchronized, deconflicted and accurate. Maintains high-level calendar of deadlines for TRO. Tracks high priority and administrative programs, projects, and tasks. Schedules meetings, helps to manage calendar, and performs special projects as needed. Determines coverage for Acting Chiefs by scheduling with staff and updating Confluence and calendars. Participates in daily Administration meeting with the Chief and Team Lead.Assists in performing routine tasks in support of the administration of a small, stable budget involving basic administrative expenses, such as disseminating guidelines for participating in the budget formulation and execution process. May assist in reviewing and responding to budget calls; may assist in interpreting charts, tables, diagrams, and data from the LC automated financial system regarding budget matters.Provides support to TRO staff as needed. Supports the Professional Development Series and other events by serving as host of online workshops using tools like Zoom and Microsoft Teams. In most instances, plans and organizes the work and prioritizes assignments while conforming to varied and constantly changing work conditions/environments.Drafts, edits, and completes in final form memorandums, reports, and other original written products. Prepares written responses to inquiries as needed. Provides and edits content for division website and collaborative platforms (e.g. Confluence).Performs other duties as assigned.This is a Hybrid position.The position description number for this position is 458533.The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.The incumbent of this position will work a flextime work schedule.This is a non-supervisory, bargaining unit position.Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.RequirementsConditions of EmploymentLibrary 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.QualificationsApplicants 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 processes and techniques.Ability to provide administrative advice to others within an organizational unit.Ability to communicate in writing and copyedit documents.Ability to utilize computer technology.Ability to interact collaboratively with others.Ability to plan and organize and learn continuously.Additional InformationAlthough 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. Women, minorities, and persons with disabilities who meet eligibility requirements are strongly encouraged to apply.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.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 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.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.

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