Administrative Assistant

Full Job Description

This position is located in the Contracts and Grants Directorate, Chief Operating Officer. The position description number for this position is 466594.

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, compflex or maxiflex work schedule.

This is a non-supervisory, non-bargaining unit position.

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 perform budget, financial and procurement administrative support activities.** Ability to plan, organize and execute work.

Ability to utilize computer technology. Ability to Communicate Effectively Other than in Writing. Major Duties:

Under the direction of the Chief of Policy, maintains data in various systems, applies administrative policies and procedures, coordinates requests for travel, training, and other staff requirements for the Contracts and Grants Directorate.

Performs routine administrative tasks as directed to support the Contracts and Grants Directorate.

At the direction of management, prepares and assembles charts, data, reports, and narrative and statistical materials for meeting presentations and organizational planning.

With the supervisor's assistance, performs and monitors established administrative management requirements for the Contracts and Grants Directorate with well established administrative requirements.

Serves as backup timekeeper and backup to the senior Administrative Officer to prepare vacancy announcements, schedule candidates for interview, initiate and track personnel actions, and complete forms and requests related to employee on-boarding and off-boarding.

The incumbent serves as backup to the Administrative Officer in the maintenance of employee personnel files and maintaining and updating workforce performance management documents and data in and derived from human capital applications.

Under the guidance of the senior Administrative Officer and management, assists in performing routine tasks in support of the administration of a small, stable budget involving basic administrative expenses, such as disseminating information needed by participants in the budget formulation and execution process.

Reviews budget calls and monitors and reports schedules and data requirements to the Director and senior staff within the Contracts and Grants Directorate.

Collects information as directed in preparation for the new budget cycle.

Supports the senior Administrative Officer and management in communications and scheduling with the Library of Congress budget office.

Supports administrative activities related to preparing the final budget package for submission to the Library of Congress Budget Office, captures and responds to questions.

As directed, monitors and reports on the status of control systems for accounts during the fiscal year.

Supports the eAcquisition site administrator to ensure the application and data current and accurate information related to Contract and Grants required by the Directorate, including entry of data at the direction of the Head of the Contracting Activity (HCA).

Under the direction of the Chief of Policy, assembles reports related to budgetary, financial, and contracting operations for the Contracts and Grants Policy Section.

Supports the senior Administrative Officer in researching and recommending resolution of routine day-to-day operating problems or issues within the human resources area.

Evaluates and assists in addressing routine human resources operating problems or issues.

Assists the senior Administrative Officer, the Director, and senior staff of the Contracts and Grants Directorate with human resources administration activities such as coordinating personnel actions and tracking their status to ensure that suspense dates are met, performing leave administration, assisting senior staff with preparing proper materials for addressing removal and conduct issues, adverse actions, promotions, training, and staff recognition.

Identifies and assists in performing liaison tasks to support human resources administrative activities of a routine nature, such as answering routine questions affiliated with a particular staffing, classification, leave administration, employee relations, or training issue.

Requests typically are for an immediate problem for which one or more solutions are readily apparent.

Researches and provides guidance on matters of accepted practice such as guidance on establishing positions and developing position descriptions or providing information on the procedures to follow to resolve an employee relations issue.

Performs support duties to assist in resolving employee relations issues. Serves as backup liaison to the human capital Directorate.

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