This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/464319000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
The administrative secretary provides direct confidential administrative and clerical support to the Chief and Assistant Chief of the Network Division who provides general guidance as to overall goals and objectives to be achieved. Completes work with minimum review and is evaluated for timeliness, accuracy, appropriateness, and conformance to the Library's established policy. The incumbent ensures the overall priorities and objectives of the Office are met in the performance of all secretarial and clerical functions. Duties are performed with a very wide degree of latitude and independence.
The incumbent manages the office workflow, receives visitors and telephone callers, and makes appointments and referrals. Assists the Chief, Assistant Chief and staff officers in various administrative ways to accomplish the goals and objectives of the Division. Provides routine work assignments, instructions and guidance to the secretarial/clerical support staff of the Division. Types a variety of letters, memoranda and reports, arranges for meetings and conferences. Makes necessary arrangements for travel, prepares all travel related documents and monitors travel documents for all Division travelers.
The position description number for this position is 359364.
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.
Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.
02/15/2017 to 03/14/2017
$44,941 - $58,428 per year
GS 07
1 vacancy in the following location:
Permanent
Full-time - Limited
07
No
170061
464319000
Serves as secretary providing both administrative and clerical support to the Assistant Chief when necessary and performs a variety of administrative tasks.
Screens all telephone calls and visitor requests, answering many procedural questions with personal knowledge of program activities. Coordinates with subordinate supervisors to determine the appropriate staff members for handling technical inquiries. Answers questions not requiring research or technical knowledge. Exercises good judgment, tact and discretion in answering or referring callers or visitors as appropriate and in providing personal attention and in providing personal attention and information.
Uses and integrates several types of software, such as spreadsheet, database, word processing helpdesk and inventory tracking software, to generate working documents and forms. Uses Library software systems such as Momentum (the libraries financial system) in support of Network Division office activities. Assists Chief by ensuring all Network Division related documents in Momentum are properly processed and bringing those that are not to his or her attention.
Maintains the Chief’s appointment calendar, accepting or deferring appointments based on knowledge of the schedule and other factors. Keeps the Chief informed of all official meetings and of changes in schedules. Obtains the agendas for meetings when available. Anticipates the need for background material and collects and presents such data for the use of the Chief.
Makes arrangements for meetings or conferences called by the Chief. Selects a mutually acceptable time, reserves meeting places, contacts attendees, arranges for needed equipment or supplies and compiles packets of information. Attends meetings on a regular basis to take notes and draft minutes, types these after review, and distributes them to NLS management and Division supervisors as appropriate. Communicates messages and instructions both orally and in writing to Division sections, other NLS staff and to network staff.
Prepares all travel related documents including travel authorizations, vouchers, thank you notes, and reports for the Chief and as needed for other Division travelers as well as visitors and interviewees to the Division.
Makes necessary, arrangements for travel, hotel, air and tram reservations, paying particular attention to details which will add to convenience. Reconfirm all arrangements. Notifies organizations and officials to be visited. Provides guidance on travel regulations and requirements to other Network Division secretaries and clerical staff.
Maintains the Division travel log of all documents relating to travel, including the annual division travel plan, travel authorizations, official and detailed reports, and vouchers, as a management tool for the Chief and Assistant Chief. Ensures documents are submitted on a timely basis; prepares monthly lists of outstanding documents, forwarding these to appropriate travelers and following up where necessary. Keeps records of the declining balance of Division travel funds during the fiscal year. Deducts travel authorization amounts and adjusts the declining balance as vouchers are submitted to aid the Chief in the control of Division travel funds.
Maintains the Division training log as a management tool for the Chief and Assistant Chief. Annotates the annual training plan as needed, notes individual training requests, including cost, as these are forwarded for action during each fiscal year.
Coordinates with the Assistant Chief and Section Heads to ensure that the clerical workload is evenly distributed; Acts as the division liaison on word processing equipment, training and assisting others in the Division.
Acts as secretary to the Assistant Chief and staff officers. As needed may assume some of the responsibilities of the Special Assistant to the Director of the National Library Service or Secretary to the Assistant Director of the National Library Service. Cooperates in intra-NLS/BPH assignments and performs other duties related to the position, as required.
Receives and reads all incoming correspondence, publications, regulations and other documents which may affect the Division. Determines those to be referred to the Chief or Assistant Chief, to other sections, or to be acted upon personally and takes necessary action, including drafting responses to routine correspondence for the Chief’s signature. Sorts the Chief’s incoming mail into priority order to ensure a timely system of mail flow. Maintains control files on items requiring action and calls these to the attention of the Chief on a timely basis. Helps ensure that deadlines are met by following through with appropriate Division staff. Gathers necessary background information for action before routing mail and other correspondence to the Chief or Assistant Chief or other staff members.
No additional requirements to those listed above.
Although it is the Library's policy to afford the maximum pay benefit to employees when setting rates of pay, a new appointee who has had no previous Federal service will generally be paid the minimum step of the grade.
The Library of Congress is an equal opportunity employer. All who meet the eligibility requirements are encouraged to apply.
Applicants must submit a complete application package that is received by the closing date of this announcement.
This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please ADA@loc.gov. The decision on granting reasonable accommodation will be determined on a case-by-case basis.
Applicants with disabilities may be considered under special hiring procedures and must submit an appropriate certificate of eligibility when applying for this position. The certificate of disability must verify that the applicant has a severe disability and may be issued by a State Vocational Rehabilitation Office, a Disability Services or Career Services Office of the applicant's college or university, or the Department of Veterans Affairs. The date of certification must be within three (3) years of the vacancy closing date and must be submitted with your application. For more information contact the Library's Office of Equal Employment Opportunity and Diversity Programs at 202-707-3960 or email spp@loc.gov. FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.
The Library of Congress is the national library of the United States and is part of the Legislative Branch of the Federal government. As such, all positions are in the excepted service.
Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation.
The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement.
Initial appointments, permanent or indefinite, to the Library of Congress require completion of a one-year probationary period.
A “Not to Exceed“ (NTE) status is used to identify an appointment with a specific ending date. However, the Library has the right to separate a NTE employee at any time due to either performance issues or budget constraints.
Are you a veteran? Please indicate the type of veterans' preference you are claiming in your application materials and/or applicant profile and provide the appropriate supporting documentation to validate your claim. Those applying for 5-point preference must submit Member Copy 4 of your DD 214. Those applying for 10-point preference must fill out an SF-15 (click here for the form) and provide the required documentation listed on the back of the form. If required supporting documentation is not attached, Veterans' Preference will not be considered in the application process.
For more information regarding eligibility requirements, please see the Library of Congress Merit Selection Plan, Section X.D, at: http://www.loc.gov/hr/employment/msp010909.pdf.
You will be evaluated for this job based on how well you meet the qualifications above.
The Library of Congress evaluates applicants through an applicant questionnaire and a structured interview. Applicants may also be screened for some jobs through licensing, certification, and/or education requirements, a narrative/application review, and/or a preliminary telephone interview. The knowledge, skills, and abilities (KSAs) that are marked with a double asterisk (**) in the vacancy announcement and the applicant questionnaire are considered the most critical for a position. To be considered for final selection, applicants must demonstrate fully acceptable experience in these designated KSAs in the narrative/application review, preliminary telephone and/or full structured interview. The various assessment tools listed above are designed to verify or explore applicants' experience, knowledge, and training directly related to the job in order to identify the best qualified applicants for selection.
To preview questions please click here.
Current or former federal employees must submit their most recent Notification of Personnel Action (SF-50 or equivalent). Disabled applicants claiming Selective Placement eligibility must submit proof of disability and a certification of job readiness. If Selective Placement is applicable to you, you will not be considered without submitting this documentation.
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
Please carefully follow all instructions under the How to Apply tab to ensure you are considered for the position.
You are required to apply online for this announcement. We are unable to accept mailed or emailed documents. You must complete the entire application process, including submission of all documents BEFORE this announcement closes. To do so, complete the following steps.
Step 1: If you do not already have one, create a resume on USAJOBS. Although you must enter your Social Security Number for USAJOBS, this information will not be provided to the Library of Congress.
Step 2: Review the Job Announcement. We recommend you go to the end of the Qualification and Evaluation section of the job announcement to preview the online questions that you will answer in Step 4. You may wish to customize your USAJOBS resume to ensure that it supports your responses to these questions.
Step 3: Click on the "APPLY ONLINE" button to the right of this announcement. Follow USAJOBS' instructions to access your account and submit your resume. You will be redirected to the Hiring Management website to complete the application process. If this is your first time in Hiring Management, you will be asked to answer questions related to your eligibility for Federal employment. You will be able to update this information and save it to our account for future announcements.
Step 4: Once you have completed the eligibility questions, you will be taken directly to the vacancy application questions. Answer all questions honestly and thoroughly. Step 5: Hiring Management offers three options that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement.
(1) You may select a document that you have already uploaded to USAJOBS for a previous announcement.
(2) You may electronically upload a document directly from your computer to your application. Be certain to review your complete application for confirmation of the document uploaded and click on "Finished" to be returned to USAJOBS.
(3) You may follow the "Faxing Supporting Documentation" instructions within the online application, which will provide the necessary cover sheets for each of your documents so that they will be correctly submitted. The fax number will be available on the cover sheet.
Please note that each cover sheet and corresponding document must be faxed separately. Be certain to review your complete fax transmittal confirmation to ensure that all pages have been received.
IMPORTANT NOTE: If you have multiple documents of the same kind, e.g. 2 undergraduate transcripts from different schools or 2 SF-50s, etc., be sure that they are all in the same file on your computer or in your USAJOBS profile before uploading them. If you try uploading them individually, only the last one sent will be visible in our system. Likewise, if sending them by fax, be sure and include both of them behind the respective fax cover sheet and send them as one fax. If you send them individually with the same cover sheet, the last one sent will overwrite the first one. Finally, if you upload a document, e.g. your undergraduate transcript, do not also fax that same document (or fax another undergraduate transcript), because whichever one you send last will be the only one that is visible in our system. If you have any questions about this information, please contact the person on this announcement BEFORE the closing date.
Step 6: Click on "Finish" after you have completed your application. Once you have submitted your application, you can check your status online through your Hiring Management or MY USAJOBS account. Your complete online application and any required supplemental documentation (e.g., SF-50, etc.) must be received by 11:59 p.m. Eastern Standard Time (EST) on the closing date of the announcement. It is your responsibility to ensure that all documents are received on time and that the materials are readable. Failure to do so will result in your application being excluded from consideration for this announcement.
If you are experiencing any technical difficulty with the online process, you MUST CONTACT THE POINT OF CONTACT FOR THIS ANNOUNCEMENT BEFORE THE CLOSING DATE. For all technical issues please contact jobhelp@loc.gov , no later than 4:30pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.
Please review our evaluation process under Evaluation. You may check the status of your application for this position at any time by logging onto the USAJOBS "My USAJOBS" tab and clicking on "My Applications." You will receive final notification via e-mail when the vacancy has been filled.
The Federal hiring process is set up to be fair and transparent. Please read the following guidance.
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/job/464319000. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.
Learn more about