What are the responsibilities and job description for the Program Assistant position at LIBRARY OF CONGRESS?
This position is in the National Library Service for the Blind and Print Disabled, Library Collections and Services Group.
The position description number for this posting 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.
Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.
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.
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 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 aid in efficient communication. Compiles meeting minutes and agendas, manages annual report drafts, and finalizes planning documents. Monitors correspondence routing to ensure 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.
Assist with drafting recommendations to resolve problems of program effectiveness, efficiency, operations, or support by identifying sources of information and providing analysis of relevant factors.
Salary : $57,736