Administrative Specialist

Full Job Description

This position is located in the Congressional and Intergovernmental Relations Office, Chief of Staff, Office of the Librarian. The position description number is 381734.

The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metro area. The incumbent of this position will work a flextime work schedule.

This is a non-supervisory, non-bargaining unit position. Relocation expenses will not be authorized for the person selected under this vacancy announcement.

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 administrative management and support.** Ability to utilize computer technology.** Ability to plan, organize and execute work. Ability to communicate in writing.

Ability to provide advice and guidance to managers about administrative functions within an organization, including Human Resources, Facility Services, Training, and Security.

Ability to interact collaboratively with others while exercising judgement and discretion in order to develop partnerships and provide consultation/liaison services.

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

With the supervisor's assistance and guidance, performs and monitors established administrative management requirements for CRO.

This includes applying administrative policies, maintaining various systems such as EmpowHR, WebTA, Momentum, eManagement, as well as handling travel, training and other staff requirements such as maintenance of transit subsidy data.

Incumbent is proficient in use of Word, Microsoft Outlook, Microsoft Excel, Power Point, a variety of commercial databases and other software used by CRO, to include Adobe InDesign and Photoshop.

Interprets Library regulations, directives, and guidance regarding time and attendance matters such as overtime, compensatory time, sick leave, and administrative leave.

Drafts correspondence, recommendations, reports, and memoranda related to CRO management and administrative programs and issues.

Edits and completes in final format complex memoranda, difficult reports and papers, and other very challenging original written products including minutes at staff meetings, and other multi-department meetings.

Participates as an integral member of the CRO team, performing various duties that require knowledge of CRO's areas of responsibility, channels of communication, routing of correspondence, filing system and storage of files and records.

Additionally, uses knowledge of the Library's goals, objectives, work processes, and administrative practices and procedures to facilitate the accomplishment of the work products of the Librarian's Office.

Functions as liaison between the CRO and the Librarian's staff and with internal and Congressional customers.

Occasionally required to work Library hosted events with a primarily Congressional audience.

Assists CRO managing complex responsibilities and commitments by identifying, researching, and resolving operational and administrative issues of a procedural nature.

Independently resolves standard questions and issues related to assigned special projects, and answers questions concerning administrative policies and procedures related to office service and new projects requests.

Determines pertinent issues and collects relevant information from a wide variety of sources with expertise in using Congressional databases.

Assists with managing the complex time commitments of CRO staff, maintaining control over various electronic calendars.

Initiates and maintains systems to control records on all incoming correspondence and action documents. Coordinates follow-up to assure timely action or reply.

Files documents appropriately to enable easy retrieval.

Reviews, evaluates, and recommends ways to improve the effectiveness of work operations to support small procurements that require varying approaches.

Maintains systems required for controlling and tracking facilities services, property, and supplies.

Takes periodic inventory of all equipment and property, resolving discrepancies on inventory lists with actual inventory.

Prepares necessary documents for the accession and de-accession of equipment and property.

Conducts periodic surveys of supplies, equipment and property use, recommending action as necessary to ensure economical and efficient use of supplies, equipment and property.

Oversees any and all furniture and space planning processes in CRO.