Summary The position serves as a Program Assistant and reports directly to the Chief of the Division at the Taylor Street Annex. This position is located in the Collections Division, National Library Service Blind/Print Disabled Directorate, Library Collections and Services Group. The position description number for this position is 414163. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. This is a non-supervisory, bargaining unit position. Responsibilities Manages all aspects of the travel and training process in a successful and timely manner to ensure that staff can meet the division and directorate goals. Maintains databases and has a working knowledge of how to enter, monitor, and retrieve data in various systems pertinent to executing the travel and training needs of staff. Proficient in utilizing Momentum, eManagement, and eTravel. Serves as the proxy for staff related travel needs. Reviews, analyzes, and interprets administrative issues, problems, and requests. Estimates projected costs and calculates actual expenses for budgetary purposes to stay within allotted funds. Surveys staff to assess desired and needed/mandated training so staff remain current on needed skill sets. Serves as the division’s primary timekeeper and monitors the automated WebTA system constantly. Sends office-wide reminders pertinent to recording work and leave properly and ensures that staff validate and certify their timesheets by the specified deadline each pay period. Answers questions and solves problems and discrepancies related to time and attendance. May occasionally assist on performing leave audit work as well. Provides advice and guidance to management and staff on administrative procedures, regulations, and requirements related to travel and training. Organizes, manages, and creates correspondence in a wide variety of formats and purposes. Drafts and sends e-mail on the behalf of the chief to the staff to inform them of policies, procedures, and current events effecting the division. Maintains and updates contacts and distribution lists to aide in efficient communication. Compiles meeting minutes and agendas, manages annual report drafts, and finalizes planning documents. Monitors correspondence routing to insure that actions taken are completed accurately and that appropriate procedures are followed. Reviews and edits written material for various audiences. Coordinates all logistics for various board meetings, including scheduling rooms and ensuring the proper AV equipment, technical support, seating, and table arrangements are completed on time. This includes utilizing the automated FAME system on a routine basis. Resolves immediate, routine, and non-complex problems and makes recommendations for the resolution of difficult problems. Establishes and maintains effective working relationships with various individuals throughout the division, directorate, service unit, and the Library. Resolves project-related conventional problems and situations. Independently advises on common program and/or administrative problems and issues. Acts as a liaison to other managers and staff within the division and for other divisions within the directorate. Provides accurate advice on procedures, reports, requirements, and other matters necessary to implement division policies, directives, and instructions about the project assigned. Provides guidance to clerical assistants and assists in the resolution of complex programmatic issues that interfere with project goals. Creates and maintains different formats and methods for organizing information related to projects, such as tracking and filing documents and recording and logging data. Utilizes automated systems and software such as the full Microsoft suite including Microsoft Word, Excel, Power Point to accomplish project-related work. Works closely with others to organize and assist with implementing implement program plans. Reviews program goals and objectives and ensures program objectives are implemented as outlined and assist with implementation. Under theꞏ supervision of the Director and higher-level staff, recommends priorities for performing program analysis and evaluation in the areas of program management, resource allocation and effectiveness of staff, with a particular emphasis on program responsiveness and customer service. As necessary, performs revisions of program operations to maintain consistency with current program strategies and emphasis. Assists with reviews by management of programs, working in conjunction with all component sections to maximize their efforts to fulfill their mission in an effective and efficient manner. Participates in the testing and development of new software and hardware systems. Using knowledge of various database systems develops troubleshooting methods and procedures to resolve difficult problems. Requirements Conditions of Employment Conditions of Employment Library of Congress employees are prohibited from using illegal drugs, including marijuana. The Library is part of the Federal Government and abides by federal law, so regardless of individual state or District of Columbia laws, marijuana use is illegal, considered criminal activity, and can affect your employment at the Library. In addition, past or current drug use and activities (e.g., selling or distributing) may deem you ineligible for employment. Qualifications 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 apply administrative processes and techniques.* Ability to communicate in writing.* Ability to utilize computer technology.** Ability to plan, prioritize, organize and execute work. Ability to interact collaboratively with others. Ability to communicate effectively other than in writing. Education Additional Information 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 at step one of the grade. The Library of Congress is an equal opportunity employer. Women, minorities, and persons with disabilities who meet eligibility requirements are strongly encouraged to apply. Applicants must submit a complete application package that is received by the closing date of this announcement. Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation. For more information, please see: Vetting Process 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 email [email protected]. 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 proof or disability/certification may be issued by the State Vocational Rehabilitation Office, Disability Services or Career Services office of the applicant’s college or university, or the Department of Veterans Affairs. The letter must verify that the applicant has a severe disability and must be dated within three years of the date of the application. Certification from health care providers are not accepted. For more information contact the Library's Office of EEO/Diversity Programs at 202-707-6024 or email [email protected]. 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. The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement. Initial permanent appointments to the Library of Congress require completion of a one-year probationary period. Probationary periods served at other Federal agencies do not count toward this requirement. The Library of Congress may offer repayment for all or part of federally insured student loans. However, not all service units within the Library of Congress participates in the repayment of federally insured student loans. Therefore, determination to repay a federally insured student loan is subject to approval by the appropriate service unit. 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.