Administrative Specialist

Full Job Description

This position is located in the Office of Public Information and Education, Copyright Office. The position description number for this position is 360164.

The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.

The incumbent of this position will work a compflex; or flexitime; 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.

Knowledge of human resources management principles and methods.** Ability to perform administrative management functions.** Ability to interact collaboratively with others exercising judgment and discretion in order to provide consultation and liaison services.

** Ability to plan and execute work. Ability to communicate in writing. Ability to communicate effectively other than in writing. Major Duties:

The Register of Copyrights is the Director of the U.S. Copyright Office.

The Register is responsible for both of the major activities of the Office: functional operations which focus on the processes and procedures surrounding the registration and examination of claims to copyright; and the legal and policy matters connected with current and proposed domestic and international laws and treaties as well as the implications of judicial activities to matters relating to copyright.

The position, Administrative Specialist, may report to the Register, Assistant, Associate Registers of the Copyright Office or one of their Deputies, provides administrative assistance to the senior advisers and other management in the Copyright Office.

May serve as the Register, Assistant or Associate Register's, or Deputy's representative and assists with ensuring the smooth operation of various special short and long-term projects.

The incumbent establishes and works with a variety of executives and staff within and outside the Copyright Office and the Library of Congress Service Units in performing the duties of the position.

This is a confidential position with routine and non-routine duties related to sensitive personnel or labor relations matters. Incumbents of this position are not members of a bargaining unit.

While performing daily duties, the incumbent is responsible for ensuring proper handling and security of Library and Copyright Office materials.

Independently performs administrative management functions that serve or fulfill a number of organizational requirements, including coordination and execution of travel forecasts, authorizations, vouchers, supplies, equipment, and shipping materials.

Develops and applies existing and new administrative and operational procedures.

Provides administrative advice and guidance to management and staff on administrative procedures, regulations, and requirements.

Maintains databases that reflect the fulfillment or status of administrative requirements or systems. Maintains knowledge of the status of the organization's personnel actions in assigned areas.

Reviews and updates office procedures and workflows and, on their own initiative, recommends changes in administrative and office procedures.

Serves, in a professional manner, as the alternate receptionist for the Office of the Register of Copyrights.

Greets and screens visitors, ascertains their needs and purpose for visiting before either personally assisting them or, using a thorough knowledge of Library policies and Office procedures, personnel and organization of the Copyright Office, refers them to the most appropriate staff member for assistance.

Answers general telephone inquiries to the Office of the Register, and either personally assists the caller or refers them to the most appropriate staff member for assistance.

As assigned, and in a timely fashion using discretion and confidentiality, prepares and processes various personnel-related documents, including personnel evaluations, performance plans, awards, Vacancy Announcement Requests and Personnel Action Requests.

Serves as the Assistant and Associate Registers' or Deputy's primary timekeeper and alternate timekeeper for Time and Attendance matters for the Office of the Register.

Independently performs human resources liaison duties and workforce performance management.

Addresses personnel issues that are not always susceptible to direct observation and resolution, such as developing informational materials based on knowledge of internal operations, the agency's human resources policies, budgetary constraints, and work priorities.

Provides advice and assistance to managers and staff concerning Federal and agency human resources processes and procedures.

Gathers, interprets, and analyzes information to develop and consolidate necessary reports.

Prepares and delivers oral presentations to a variety of audiences concerning program activities including coordination with other directorates.

Performs necessary research and analyses and prepares edits to draft documents and reports consistent with Library and Copyright Office processes. Interacts with Library staff at all levels.

Writes correspondence and reports related to clearly structured work assignments.

Provides support for the Register's special projects, conducting research and analysis as necessary and as required by the assignment.

Maintains and updates lists of software license users and tracks project milestones. Independently prepares documents, training slides, schedules, and handouts for projects and initiatives.

Works in close cooperation with the Administrative Services Division Training Officer to ensure that training requests and attendance at mandatory training programs are properly recorded in Copyright Office and Library of Congress official records.

Performs various other duties as assigned. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.