Administrative Specialist

Full Job Description

This position is located in the Serial And Government Publications Division, General and International Collections Directorate, Researcher and Collections Services.

The position description number for this position is 466107. 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, 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 plan and execute work.** Ability to utilize computer technology.

Ability to interact collaboratively with others exercising judgment and discretion in order to provide liaison services Ability to communicate effectively other than in writing. Major Duties:

This position serves as the Administrative Specialist in the Serial and Government Publications Division with the responsibility for serving as the senior staff advisor on administrative matters to the Chief of the division and other members of the division.

With the supervisor's guidance, performs and monitors administrative management requirements for the division with dynamic administrative requirements with the supervisor's review and involvement.

This includes applying administrative policies, researching, accessing and interpreting information in various systems such as eManagement, EmpowHR, GovTA, Momentum, Monster Government Solutions (MGS), and other staff requirements.

The incumbent will serve as the Division Timekeeper in GovTA.

Drafts, edits and completes in final form correspondences, recommendations, reports, and memoranda and other original written documents related to division management and administrative programs and issues, ensuring clarity, consistency, completeness and compliance with organizational policy.

Provides advice and guidance to managers and employees on routine questions and situations related to administrative services.

Carries out assignments that involve thorough and comprehensive review and analysis of information, develops specific guidelines and procedures to enhance efficient and accurate accomplishment of assignments.

Plans, organizes and prioritizes assignments while conforming to varied and constantly changing work conditions and situations.

Addresses routine day-to-day operating problems or issues within the administration advisory functions for directorate and/or assigned division, such problems result from specific requests by a supervisor or an employee seeking clarification about agency and division policies or procedures.

Manages the coordination and preparation of all personnel actions, tracking the status from origination to conclusion, to ensure that due dates are met, employees are paid properly, employees are at the proper step and within proper leave categories, etc.; and keeps managers informed of the status of personnel actions.

Provides guidance to managers and supervisors regarding personnel and administrative matters, such as classification, leave administration, conduct issues, adverse actions, promotions, training, and staff recognition; and serves as the division liaison to Employee Resources Management and Planning (ERMP) Division, Financial Management Directorate (FMD), Human Capital Directorate (HCD).

Acts as liaison to support human resource administrative activities of a routine nature, such as answering routine questions affiliated with a particular staffing, classification, leave administration, employee relations, or training issue.

Creates and maintains organization charts, prepares personnel reports, and monitors adherence to directives concerning flextime, leave, and time and attendance reporting; oversees, reviews, maintains and inputs time and attendance reports for the division.

The incumbent recommends methods for coordinating the administrative work of an organization with disparate organizational segments requiring administrative controls to accomplish the work of the organization.

Manages the organization of administrative paperwork for the division assigned and acts as records management liaison.

Attends and records the minutes of meetings, which may be summarized and distributed; confirms commitments made at the meetings are addressed; advises supervisor of important office matters that arise during his/her absence.

Navigates the subordinate levels of organizational hierarchy to determine appropriate staff members to consult for technical matters involving external communications, and provides follow-up to ensure a timely and thorough response.

Working closely with Financial Management, reviews and analyzes organizational requirements and provides advice of a routine nature to support the procurement process, such as disseminating guidelines to organizational staff on the documentation and justification required for requisitions.

Prepares procurement documentation as appropriate.

Identifies, considers, and assists in resolving procurement administration problems of a routine nature, such as following up to resolve minor glitches that delay procurements.

Reviews all purchase requests for completeness and appropriateness. Provides guidance on procurement procedures and coordinates with the procurement office as required.

Follows up to ensure that responses from the organization's support offices are complete and timely. Serves as a division liaison with FMD and in some cases the Contracts and Grants Directorate (CGD).

Reviews and approves payment invoices and related documents, verifying that services have been performed, or products received, billing information is correct, and all goods/services are received prior to forwarding for payment.

Responds to billing and payment questions or issues raised by vendors.