Created at: January 07, 2025 01:15
Company: Library of Congress
Location: Washington, DC, 20001
Job Description:
This position is located in the Preservation Research and Testing Division, Preservation Directorate, Discovery and Preservation Services. The position description number for these positions is 461542. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. The incumbent of this position will work a flexitime work schedule. This is a non-supervisory, 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 perform administrative management functions.** Knowledge of budget, financial, procurement and contracting administration practices, and procedures.** Ability to interact collaboratively with others in order to provide consultation and liaison services.** Ability to utilize computer technology and applications. Ability to communicate in writing. Ability to communicate effectively other than in writing.
The incumbent provides a wide range of administrative management functions and controlling associated requirements for the Division, and the Preservation Directorate. This includes applying administrative policies and procedures as well as operating various automated systems to record and process financial transactions, time and attendance, personnel actions, travel arrangements, training needs, and a variety of other administrative processes. The incumbent serves as the Division contact and expert for all relevant Library administrative processes and systems. Coordinates information collection for data calls from the Directorate, Service Unit, or Library. Compiles and reviews responses for duplication and accurate information. Evaluates and analyses information and updates responses to align with mission, and supported organizational narratives and metrics. Collects and manages metrics and narratives for the Division's and Directorate's monthly, quarterly and annual reports. Creates, updates, and maintains intranet pages and project management, collaboration, and documentation systems, and other shared information systems in the Directorate. Serves as a point of contact to submit and monitor service requests in automated systems, including creating, updating, and closing tickets on behalf of end-users and coordinating between end-users and service teams to schedule services and ensure timely response to service requests. Serves as the Division Timekeeper and the timekeeper for other Preservation Directorate Divisions as needed. Monitors time usage recorded for accuracy, resolves any issues or discrepancies, answers staff inquiries related to time recordation, makes corrections, and performs leave audits. Reviews and applies Library regulations, directives, and guidance regarding time and attendance matters such as proper recordation of time, overtime, compensatory time, sick leave, administrative leave, holiday pay, FMLA, and accounting for telework. Provides advice and guidance to supervisors and employees on time and attendance matters to include those that are require outside organization coordination, such as with Health Services Division. Independently identifies recurring issues and collects relevant information from a variety of sources to resolve complex problems that cannot always be resolved using standard or established procedures. Serves as liaison to the Employee Resources Management and Planning (ERMP) Division and the Human Capital Directorate (HCD) and provides human resources administrative support for the Division and subordinate Sections by processing personnel actions requests and performance management activities. Coordinates and prepares personnel actions, such as promotions, new hires, reassignments, etc. and tracks the status of various personnel actions from origination to conclusion in order to ensure that deadlines are met. Resolves encountered personnel administration problems brought forward by the Chief, supervisors, or employees by researching applicable policies and procedures and then providing specific recommendations. Identifies issues that require urgent action and provides resolutions appropriately. Provides administrative and evaluative support facilitating annual budget preparation and execution. Participates in reviewing past expenditures, and current office needs, plans, and goals to develop budget data and justification for review and approval. Responsible for the execution of specific budget line items including printing, office supplies, and other supporting office management funds. Coordinates the procurement of office supplies and printing services. Reviews all purchase requests for completeness and appropriateness. Provides guidance to management on procurement procedures, deadlines and requirements, and coordinates with relevant offices as required, serving as the organization's liaison with FMD on these issues. Identifies, considers, and resolves procurement administration problems of more urgent and/or complex issues. If requested, serves as a Purchase Card holder. Oversees and handles Division staff mail distribution and shipments. Creates, reviews, analyzes, manages, and/or updates existing divisional policies and procedures to ensure that they efficient and reflect current regulatory standards and processes. Provides recommendations for administrative processes. Provides advice on procedures, reports, requirements, and other matters necessary to implement Library policies, directives, and instructions related to program support. Independently resolves complex program or administrative issues or problems. Serves as an advisor to the management on administrative and organizational matters. Makes recommendations for identified issue resolution providing regulation, policy, and procedure justification to support recommended action. Performs other duties as assigned.