Title : Administrative Support Assistant - Legislative Branch - Washington DC, DC
link : Administrative Support Assistant - Legislative Branch - Washington DC, DC
Administrative Support Assistant - Legislative Branch - Washington DC, DC
Summary
About the Agency
This position is located in any division in the Collections and Services Directorate. The incumbent provides full administrative support for the division to facilitate the mission of the division and directorate. Working under the direction of the chief of the division, the incumbent provides the full range of administrative functions and responsibilities needed to maintain a smooth and seamless flow of all administrative and office operations for the division.
The position description number for this position is 360141.
The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.
The incumbent of this position will work a fixed work schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.
This is a non-supervisory, bargaining unit position.
Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.
This position is located in any division in the Collections and Services Directorate. The incumbent provides full administrative support for the division to facilitate the mission of the division and directorate. Working under the direction of the chief of the division, the incumbent provides the full range of administrative functions and responsibilities needed to maintain a smooth and seamless flow of all administrative and office operations for the division.
The position description number for this position is 360141.
The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.
The incumbent of this position will work a fixed work schedule: Monday - Friday, 8:00 a.m. - 4:30 p.m.
This is a non-supervisory, bargaining unit position.
Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.
Duties
Assigns and monitors office communications for the office and support staff. Maintains control logs for incoming correspondence and follows up to ensure timely completion and proper execution of all required policies and procedures.
Systematically evaluates and improves procedures for providing office administrative support. Evaluates the need for new or changed procedures within the divisions, consulting with the chiefs. Initiates new and revised office procedures and recommends improvements to existing procedures.
Evaluates and advises on procedures for providing office administrative support. Recommends changes in administrative practices and services as the source of information on administrative procedures. Provides the manager or supervisor with the necessary information needed to make decisions on the administrative aspects of the organization operations and management.
Applies detailed knowledge of current program requirements, projected needs, and an awareness and understanding of ongoing programs in other units. Independently applies comprehensive knowledge of data sources and pertinence of the subject matter to identify, select, and abstract materials from existing files, reports, and studies for use by others. Independently conducts research, evaluating and validating specific data for use in complex reports and studies authored by others. Locates, selects, and summarizes data from several sources; and presents findings in a single compilation. Applies thorough knowledge of subject matter and of the techniques and methods characteristic of research work.
Provides procurement support. Coordinates the inventory of supplies used by the unit. Ensures that an adequate number of supplies are ordered and in stock so that there is no disruption in service. Prepares and reviews requisitions and related forms and documents for requesting material, equipment, and services. Contacts prospective vendors/supplies/contractors and researches price and availability information for specialized or non-routine items.
Manages and maintains division and Library-wide policies and procedures. Reads incoming publications, regulations, and directives that may affect the organization. Initiates development of new or revised administrative policies and procedures necessary for efficient administrative functioning of the organization, consulting with the manager. Independently, recommends improvements to existing procedures.
Systematically evaluates and improves correspondence operations for an extensive organization with varying functions performed in subordinate offices. On own initiative and discretion, determines which organizational segments should handle technical mail and correspondence. Uses formal procedures to ensure that information about work performed outside of the organization is included in the technical responses. Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action. Integrates correspondence, reports, spreadsheets, and similar documents using a variety of software applications.
Receives requests and enquiries from other organizations within the agency for information concerning division responsibilities and facilitates communication between the staff member in charge of the project and staff from other divisions within the Library or representatives of other public or private organizations, contractors or vendors involved in the specific project, while exercising appropriate judgment to maintain confidentiality as and when needed. Manages correspondence operations for an organization with several subordinate levels that are significantly affected by outside conditions. Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Uses initiative to obtain clarification of instructions from originating offices or appropriate focal points. Brings significant items in reports, files, and correspondence to the supervisor's attention.
Coordinates the purchase of equipment and supplies for the organization by ascertaining the needs of subordinate offices and consolidating their requests into a single request for the organization as a whole. Acquires equipment and services through standard procedures for procuring, authorizing, controlling, and justifying the purchases. Screens all personal visitors and telephone calls, and responds to a variety of administrative questions. On own initiative and discretion, coordinates with subordinate supervisors to determine which staff members should receive technical inquiries, and follows up to ensure a timely response.
Systematically evaluates and improves procedures for providing office administrative support. Evaluates the need for new or changed procedures within the divisions, consulting with the chiefs. Initiates new and revised office procedures and recommends improvements to existing procedures.
Evaluates and advises on procedures for providing office administrative support. Recommends changes in administrative practices and services as the source of information on administrative procedures. Provides the manager or supervisor with the necessary information needed to make decisions on the administrative aspects of the organization operations and management.
Applies detailed knowledge of current program requirements, projected needs, and an awareness and understanding of ongoing programs in other units. Independently applies comprehensive knowledge of data sources and pertinence of the subject matter to identify, select, and abstract materials from existing files, reports, and studies for use by others. Independently conducts research, evaluating and validating specific data for use in complex reports and studies authored by others. Locates, selects, and summarizes data from several sources; and presents findings in a single compilation. Applies thorough knowledge of subject matter and of the techniques and methods characteristic of research work.
Provides procurement support. Coordinates the inventory of supplies used by the unit. Ensures that an adequate number of supplies are ordered and in stock so that there is no disruption in service. Prepares and reviews requisitions and related forms and documents for requesting material, equipment, and services. Contacts prospective vendors/supplies/contractors and researches price and availability information for specialized or non-routine items.
Manages and maintains division and Library-wide policies and procedures. Reads incoming publications, regulations, and directives that may affect the organization. Initiates development of new or revised administrative policies and procedures necessary for efficient administrative functioning of the organization, consulting with the manager. Independently, recommends improvements to existing procedures.
Systematically evaluates and improves correspondence operations for an extensive organization with varying functions performed in subordinate offices. On own initiative and discretion, determines which organizational segments should handle technical mail and correspondence. Uses formal procedures to ensure that information about work performed outside of the organization is included in the technical responses. Establishes control records on incoming correspondence and action documents, following up on work in-progress to ensure timely action. Integrates correspondence, reports, spreadsheets, and similar documents using a variety of software applications.
Receives requests and enquiries from other organizations within the agency for information concerning division responsibilities and facilitates communication between the staff member in charge of the project and staff from other divisions within the Library or representatives of other public or private organizations, contractors or vendors involved in the specific project, while exercising appropriate judgment to maintain confidentiality as and when needed. Manages correspondence operations for an organization with several subordinate levels that are significantly affected by outside conditions. Reads incoming correspondence, publications, regulations, and directives that may affect the organization. Determines the ones that can be acted upon personally and takes necessary action. Uses initiative to obtain clarification of instructions from originating offices or appropriate focal points. Brings significant items in reports, files, and correspondence to the supervisor's attention.
Coordinates the purchase of equipment and supplies for the organization by ascertaining the needs of subordinate offices and consolidating their requests into a single request for the organization as a whole. Acquires equipment and services through standard procedures for procuring, authorizing, controlling, and justifying the purchases. Screens all personal visitors and telephone calls, and responds to a variety of administrative questions. On own initiative and discretion, coordinates with subordinate supervisors to determine which staff members should receive technical inquiries, and follows up to ensure a timely response.
Travel Required
- Not Required
Relocation Authorized
- No
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