Confidential Assistant

Full Job Description

This position is located in the Researcher and Collections Services (RCS) Service Unit of the Library Collections and Services Group (LCSG). The position description number for this position is 436987.

The salary range indicated reflects the locality pay adjustment for the Washington, D.C., Metropolitan area. This is a non-supervisory, non-bargaining unit position.

Relocation expenses will not be authorized for the person(s) 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.

Ability to provide executive support.** Ability to exercise judgement. ** Ability to write to an executive audience.** Ability to present information. Ability to employ systems thinking.

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

Within the Library Collections and Services Group, provides administrative and operational support to the Associate Librarian for Researcher and Collections Services (AL-RCS).

Serves as a central point of contact for the AL-RCS executive, communicating frequently with other LCSG senior leaders, directors, chiefs, supervisors, and senior leaders throughout the agency.

Works closely with other LCSG confidential assistants to arrange schedules and prepare for meetings and travel.

Collaborates with special assistants and other service unit staff on assignments, projects, programs and critical operational responsibilities.

Initiates, establishes, and maintains professional relationships with all staff, in LCSG and throughout the Library, to share resources and information and effectively serve the Library's best interests.

Ensures that complete and confidential records are maintained for the activities in which the executive is involved.

Carries out a broad range of special, confidential, and/or sensitive tasks and assignments on behalf of the executive which involve administrative, policy, or operational matters.

Manages administrative processes for the office of the Associate Librarian for Researcher and Collections Services, such as task management, routing documents for signature, calendar management, email correspondence, and meeting and travel arrangements.

Manages information in written materials to ensure consistency and accuracy of sources of data.

Gathers background information and provides the executive with materials needed to prepare for meetings and respond to inquiries related to the Service Unit goals.

Prepares final-form written materials in various formats, collecting, synthesizing and reviewing technical content for accuracy and thoroughness.

Provides advice and guidance on various issues concerning the executive's administrative or operational workflows.

Prepares guidance from management officials based on analyses of interrelated issues of effectiveness, efficiency, and productivity of substantive mission-oriented programs.

Advises LCSG management officials on the status of policy questions and initiatives currently being considered by the executive and on the executive's interpretation of policies.

Provides expert analysis and advice on complex program issues based on operations and changing program requirements and identifies relevant issues.

Collects relevant information from many varied sources, some of which are difficult to access.

Researches, coordinates and compiles information on variety of program data for briefing materials, talking points, and meeting report outs.

Produces written materials in various formats (documents, presentations, online collaboration tools).

Researches, gathers, and compiles information on a variety of programs for briefing materials, talking points, annual or quarterly reports, and statistics.

Identifies, and analyzes complex issues or problems impacting administration and operations in major agency organizational components, such as a service unit-wide system.

Makes recommendations for and coordinates resolutions and improvements.