Performs duties in a number of administrative functional areas, such as office management and personnel administration. Responds to questions about Library administrative policies, particularly with regards to administration, operations, and human resources. Provides guidance and procedures and advises managers and program staff on an array of administrative matters, such as performance management cycles requirements, hiring policies and guidelines, and budget climate. Analyzes office procedures and operational needs to ensure administrative support and operational needs are consistently understood and followed. The incumbent maintains effective communications and recommends policies and procedures to improve administrative effectiveness and efficiency of CLLE.
Utilizes Library software applications, systems, and reporting processes (e.g., Confluence, FAME, eManagement, EmpowHR, Momentum, Service Now, GovTA) to complete assignments in a timely, effective, and efficient manner. Evaluates inter-related processes and identifies problems or deficiencies and recommends ways to improve the effective and efficiency of operations in a program or support setting.
The incumbent serves as a backup to other timekeepers. Liaises with internal offices and stakeholders (e.g., LCA, SUPD, ISS) on procurement and facility-related matters. Works collaboratively with LIBN division staff to ensure items are procured appropriately. Communicates, explains, interprets, and advises on agency's procurement and facility policies, regulations, and procedures to CLLE staff as needed. Assists CLLE managers, staff, and others in acquiring procurements and facility services.
Drafts written standard operating procedure documents for administrative processes, such as submitting travel vouchers, purchasing requests, performance and awards documentation, and provides guidance on these procedures as needed to staff. Prepares presentations and other documents for CLLE management. Manages CLLE units’ physical records management and digital file plan records management of permanent records, while serving as the Records Liaison. Keeps administrative and personnel files up-to-date and in accordance with Library practices.
Assists in the development of CLLE's budget, providing historical data and trends from yearly spending trackers. Processes transactions associated with CLLE budget expenditures, including: training, travel, printing, office supplies, event costs, service contracts, and equipment. Works with CLLE units to assist with yearly budget elaboration. Monitors budget expenditures against eBudget requests, identifying potential issues and advising supervisors. Tracks spending to ensure appropriate management of appropriated and gift and trusts funds throughout the fiscal year and ensures appropriate processing of end-of-year spending.
Assists with deadline management for all requests made of CLLE leadership. Monitors progress of the projects by establishing records of timetables and deadlines and tracking completion. Conducts analytical reviews and assessments for better program management. Provides recommendations pertaining to program administration functions to ensure streamlined operations for CLLE programming.
Maintains databases and tracking spreadsheets for administrative activities, such as general purchasing, gift funds, recurring programming budgets (e.g., Family Days, Live at the Library), travel, etc. Makes decisions under general guidelines specific to program best practices and compiles information specific to programs. Identifies issues and gathers information to provide management to facilitate the resolution of problems affecting the effectiveness and efficiency of work operations in a program or program support setting.
Serves as a liaison collaborating with individuals both internal and external to CLLE. Ensures that responses to all individuals who contact CLLE are provided in the most timely and professional manner by providing excellent customer service, meeting the needs of internal and external staff; and working collaboratively with management to ensure that all staff needs are addressed. Ensures that accurate information is communicated in both verbal and written form. Serves as a liaison between assigned CLLE Chiefs and the Travel Office of the Library of Congress to facilitate accurate travel plan submissions and vouchers in E2. Attends Travel & Transportation training and shares learning with assigned staff on a regular basis. Assists the Senior Administrative Specialist with monitoring and tracking training compliance for all of CLLE.
Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.
