Career Ladder Position

INFORMATION SPECIALIST - Office of the Secretary of the Senate pay band 5

INFORMATION SPECIALIST I - pay band 6

INFORMATION SPECIALIST II - pay band 7

Department: Office of Public Records

Reports to: Superintendent, Public Records

This is a career ladder position in the Office of Public Records (OPR) under the Secretary of the Senate. An individual selected for the career ladder position will be placed into pay band 5 for a period of approximately twelve (12) to eighteen (18) months, during which time he/she will be on a training plan and provided opportunities for development and increased responsibility. Upon successful completion of the development and performance goals, the incumbent will be given a non-competitive promotion to the position of Information Specialist I (pay band 6). This placement will be for approximately another 12 to 18 months with further developmental assignments to ready the employee for final promotion to the Information Specialist II position (pay band 7).

INFORMATION SPECIALIST (pay band 5)

NATURE OF WORK

This is entry level OPR clerical work learning how to administer various public disclosure programs within the Office of Public Records. Work includes advising filers of their rights and responsibilities of complying with programs; processing and reviewing documents and reports for public record; and assisting the public, press, and staff with retrieval of documents and reports. Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling assignments.

ESSENTIAL FUNCTIONS

Develop skills to advise the public, press, and Senate staff regarding filing obligations, nature of disclosures, and availability of all documents on file with the Public Records office; advise filers of deadlines and impact of timeliness; review material for compliance with reporting requirements, notify filers of errors, and recommend corrective action; and provide advice to filers regarding clarification of the public record.

Learn how to receive, process, review, and provide documents and reports to the public within the parameters dictated in the applicable legislation; index information into an electronic database for public access; and archive documents in accordance with the rules of the National Archives and National Records

Center.

With guidance as needed, assist public, press, and Senate staff with retrieving information from databases and perform other duties as assigned.

Maintain current knowledge of the Office of Public Records’ Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.

As part of the Secretary’s customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.

MINIMUM QUALIFICATIONS FOR INFORMATION SPECIALIST

Work requires a bachelor’s degree in communications, political science, computer science, or related field, with one to three years of customer service or office experience; that provides the following knowledge, skills, and abilities:

Knowledge of public disclosure legislation and amendments.

Basic knowledge of the Senate as an institution preferred, with a desire to learn more about the legislative process, as well as the history and operation of the Senate.

Knowledge of modern office practices, procedures, and equipment.

Knowledge of information services and databases.

Ability to work cooperatively and courteously with Senate staff, press, and public.

Ability to use computer, Internet, and relevant computer software programs.

Ability to work with others, using tact and diplomacy.

Ability to communicate effectively, both orally and in writing.

Ability to provide prompt and courteous customer service and resolve customer problems.

Ability to maintain confidentiality.

INFORMATION SPECIALIST I (pay band 6)

NATURE OF WORK

This is clerical work administering various public disclosure programs within the Office of Public Records. Work includes advising filers of their rights and responsibilities of complying with programs; processing and reviewing documents and reports for public record; and assisting the public, press, and staff with retrieval of documents and reports. Work is bound by the Lobbying Disclosure Act of 1995; Ethics in Government Act; Senate rules, including, but not limited to, the Senate Code of Official Conduct (Senate Rules 34-43), precedent, Secretary of the Senate policies and procedures; the U.S. Senate Handbook, and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling unusual assignments.

ESSENTIAL FUNCTIONS

Full knowledge of all the applicable laws, regulations, rules, and OPR procedures, with ability to advise the public, press, and Senate staff with confidence regarding filing obligations, nature of disclosures, and availability of all documents on file with the Public Records office; advise filers of deadlines and impact of timeliness; review material for compliance with reporting requirements and notify filers of errors and recommend corrective action; and provide advice to filers regarding clarification of the public record.

Fully competent to receive, process, review, and provide documents and reports to the public within the parameters dictated in the applicable legislation; index information into an electronic database for public access; and archive documents in accordance with the rules of the National Archives and National Records Center.

Assist public, press, and Senate staff with retrieving information from databases with limited guidance or supervision.

Utilize internal processing applications and programs for database entry, query, and review.

Handle confidential/sensitive matters and materials.

Maintain current knowledge of the Office of Public Records’ Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.

As part of the Secretary’s customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.

Perform other duties as assigned.

MINIMUM QUALIFICATIONS FOR INFORMATION SPECIALIST I

Demonstrated knowledge of all applicable laws, regulations, rules, and OPR procedures.

Demonstrated knowledge of the functions, operations, policies, and procedures used by the Senate Office of Public Records.

Demonstrated ability to utilize internal processing applications and programs for database entry, query, and review.

Demonstrated ability to review materials for compliance with the reporting requirements and correctly advise the filing community regarding compliance requirements and necessary corrective action.

Demonstrated ability to respond appropriately to public inquiries and make documents available within the parameters dictated in the applicable legislation.

Demonstrated ability to follow departmental rules, regulations, procedures, and functions.

Demonstrated ability to professionally handle confidential/sensitive matters and materials.

Demonstrated establishment and maintenance of effective working relationships, and the ability to work collaboratively with a team both internally and externally.

Demonstrated ability to communicate effectively, both orally and in writing.

INFORMATION SPECIALIST II (pay band 7)

NATURE OF WORK

This is specialized clerical work administering various public disclosure programs within the Office of Public Records. Work includes offering complex advice to filers of their rights and responsibilities of complying with programs; processing and reviewing documents and reports for public record; and assisting the public, press, and staff with retrieval of documents and reports. Work is bound by the Lobbying Disclosure Act of 1995; Ethics in Government Act; Senate rules, including, but not limited to, the Senate Code of Official Conduct (Senate Rules 34-43), precedent, Secretary of the Senate policies and procedures, the U.S. Senate Handbook, and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling assignments.

ESSENTIAL FUNCTIONS

Advise the public, press, and Senate staff regarding filing obligations, nature of disclosures, and availability of all documents on file with the Public Records office; advise filers of deadlines and impact of timeliness;

review material for compliance with reporting requirements and notify filers of errors and recommend corrective action; and provide advice to filers regarding clarification of the public record.

Receive, process, review, and provide documents and reports to the public within the parameters dictated in the applicable legislation; index information into an electronic database for public access; and archive documents in accordance with the rules of the National Archives and National Records Center.

Assist public, press, and Senate staff with retrieving information from databases.

Develop and implement quality control measures as applicable to various database maintenance.

Work independently on projects to update and upgrade database functions.

Collaborate on published guidance and guideline revisions for the various disclosure programs, and represent the office in collaborations with external offices and/or groups.

Draft official correspondence for the Superintendent and/or correspondence for the Secretary’s signature.

Keep abreast of legislative changes impacting disclosure laws and follow developments reported in the media.

Maintain current knowledge of the Office of Public Records’ Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.

As part of the Secretary’s customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.

Perform other duties as assigned.

MINIMUM QUALIFICATIONS FOR INFORMATION SPECIALIST II

Ability to perform various database functions, including quality control measures, updates, and upgrades.

Ability to collaborate with others internally and externally on matters of importance.

Demonstrated ability to draft official correspondence for the Superintendent and/or correspondence for the Secretary’s signature.

Demonstrated ability to keep abreast of legislative changes impacting disclosure laws and follow developments reported in the media.

Ability to work independently with little guidance.

Knowledge of the Senate as an institution.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in an office environment with exposure to everyday risks or discomforts, and requires the use of normal safety precautions. Work requires frequent walking, standing, bending, and carrying items up to 25 pounds, as well as regular use of typical office equipment, software programs, and methods of communication such as a computer, email, telephone, and photocopier. May be required to work extended hours, if needed, during filing deadline windows. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.

LICENSES, CERTIFICATION AND OTHER REQUIREMENTS

None.

Job Type: Full-time

Pay: $56,954.00 - $88,281.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Health insurance
• Paid time off
• Parental leave
• Tuition reimbursement

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Washington, DC 20510: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)

Work Location: One location