Administrative Specialist

Full Job Description

This position is located in the Manuscript Division, Special Collections Directorate, Researcher and Collections Services.

This position requires occasional evening or overnight hours to provide access to Architect of the Capitol staff or other authorized personnel conducting construction or maintenance projects in the division.

The position requires a Public Trust background investigation at the Moderate risk level.

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 for an organization.** Ability to apply human resources administrative processes.** Ability to interact collaboratively with others exercising judgment and discretion in order to provide consultation and liaison services.** Ability to utilize computer technology.** Ability to plan and execute work.

Ability to communicate in writing. Ability to communicate effectively other than in writing. Major Duties:

The Administrative Specialist assists with the overall management and administration of services to further the mission of the Manuscript Division, one of the largest special collections repositories in the world, dedicated to acquiring, preserving, and making available for research use and exhibition personal papers and organizational records documenting the breadth and complexity of American history.

The incumbent reports to the chief of the division and has a confidential working relationship with the chief and other division supervisors.

In carrying out administrative responsibilities, the incumbent applies a basic knowledge of and skill in personnel management; employee relations; budget implementation and financial processes; contract administration; office equipment procurement procedures; records management; program evaluation; facility services and space utilization; and other related activities.

With the supervisor's assistance and that of the special assistant to the director, performs and monitors a wide range of administrative management functions and requirements.

This includes applying Library and division policies and procedures as well as using various automated systems to record and process financial transactions, personnel actions, time and attendance, travel arrangements, training needs, and a variety of other administrative processes in systems such as Momentum, GovTA, eManagement, EmpowHR, E2, Solutions Business Manager (SBM), FAME, Service Now, and Confluence.

Assists in coordinating the collection of information in response to data calls from the Directorate, Service Unit, or Library.

Compiles and reviews responses for accuracy and eliminates duplication prior to submitting for the division chief's final review.

Evaluates and analyzes information and with guidance updates responses to align with organizational mission and annual directional plans.

Collects and manages statistics and selected narrative sections of the division's monthly and annual reports.

Creates, updates, and maintains intranet pages and other shared information systems in the division.

In the area of personnel management, the incumbent works closely with administrative staff in the Library Collections and Services Group (LCSG) and Human Capital Directorate (HCD) and their subordinate offices to assist in carrying out an effective personnel management program in the Manuscript Division.

Coordinates and prepares personnel actions, such as promotions, new hires, reassignments, resignations, details, etc., and tracks the status from origination to conclusion to ensure that deadlines are met, employees are paid, and staff are occupying the proper position description, step, and leave category.

Supports supervisors and staff in onboarding and off-boarding efforts by preparing the necessary documents and providing clear guidance on proper procedures to help staff obtain ID badges, transit benefits, keys, and access to needed IT systems and mandatory training.

Assists the chief and section heads in monitoring fiscal activities, including expenditures from gift and trust funds as well as allotments under appropriated funds for travel, training, acquisitions, equipment, supplies, etc.

Provides guidance to management on procurement procedures, deadlines and requirements, and coordinates with relevant offices as required.

Provides administrative services related to space, equipment, and security.

Depending on other staff resources, the incumbent may serve as the division's property liaison, office emergency coordinator (OEC), safety liaison, and automation technology liaison.