Administrative Assistant

Administrative Assistant

Department: Legislative Branch

Location(s): Washington, District of Columbia

Salary Range: $63940 - $83119 Per Year

Job Summary: This position is located in the Visual Arts Division, Office of Registration Policy & Practice, Copyright Office. The position description number for this position is 085575. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. This is a non-supervisory, non-bargaining unit position. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.

Major Duties:

• This position serves as Secretary (Office Automation) to the Division Chief in the assigned area. The incumbent provides administrative and secretarial support to the division chief, coordinating office activities for the division. Incumbent performs routine and non-routine confidential duties related to sensitive personnel and/or labor relations matters to support the administrative and secretarial activities to the Division Chiefs. Provides administrative and secretarial support and assistance to the Chief and/or Assistant Chief of one of the three Divisions within the Registration Program. Systematically evaluates and improves office operations for an extensive organization with varying functions performed in subordinate offices. Develops and uses formal procedures to track the coordination of work performed outside the organization. Receives and screens calls and visitors and takes appropriate action. Contacts prominent private individuals and government officials, and senior Library and Copyright Office managers to share and receive information. Maintains the Division Chiefs calendar, establishes priorities without specific approval, and independently schedules appointments, meetings, and conferences, including selecting a mutually satisfactory time, reserving rooms and notifying appropriate participants. Researches, collects and organizes information and materials for the supervisor's use at meetings, and provides background on the subject matter of meetings and conferences. When required, prepares handouts for meetings. Attends meetings, notes commitments made, prepares minutes, and follows-up on action items with appropriate staff members to ensure commitments made are met. Serves as the timekeeper and maintains time and attendance records, using the Library's online system, for the Division office, the supervisory staff in the Division, and other sections or units as required. Provides advice and guidance to staff, other timekeepers and supervisors, concerning confidential and sensitive time and attendance matters. Orders and maintains an inventory of office supplies. Keeps supplies well organized. Coordinates with Division Chief and other staff as to what supplies are needed. Receives, reads and/or reviews all incoming mail, publications, regulations, directives and correspondence that affect the organization or requires the Division Chief's attention and determines proper action. Independently determines the appropriate person to receive technical inquiries using personal knowledge of assigned organization programs, priorities, goals, and objectives. Personally takes appropriate action based on knowledge of the Division's priorities, goals and objectives. Personally composes non-technical correspondence and reports from oral instructions, information obtained from files, and data obtained from staff members. Obtains clarification of instructions from originating offices or appropriate focal points on own initiative to complete assignment. Brings significant items in reports, files, and correspondence to the supervisor's attention. 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. Establishes a sophisticated action tracking system and logs incoming materials, correspondence and action documents to determine proper action and deadline. Follows up with supervisors' subordinates and ensures assignments have been completed timely. Responds to requests for information from other organizations within the agency concerning programs under the supervisor's control. Independently assembles requested information, from available background data, prepares responses addressing information or follows up to see that subordinates submit the required answers within the specified time. Personally prepares administrative reports and composes correspondence on own initiative, based on knowledge of the supervisor's views and desires. Carries out special projects, such as assisting in the preparation of the Division's annual report, in cooperation with the Chief, Assistant Chief, and section heads. Compiles and maintains the Division's office statistics. Ensure accuracy of statistics by coordinating and overseeing the reporting of individual statistics by sections. Prepares statistical projections, comparisons, etc. Participates in the drafting and editing of the Division Annual Report, especially in those areas involving statistical reporting, projections, comparisons, and analysis of statistical data to determine trends etc. Performs other duties as assigned.

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 plan, organize and execute work.** Ability to apply administrative processes and techniques.** Ability to interact collaboratively with others, exercising judgment and discretion in order to provide customer and liaison services. Ability to utilize computer technology. Ability to effectively communicate in writing. Ability to communicate effectively other than in writing.

How to Apply: Please carefully follow all instructions under the How to Apply tab to ensure you are considered for the position. Please note, there is no page restriction to your resume, and you are allowed to upload a resume longer than two pages in the resume section within the application process. When the application system prompts, please proceed to the agency site to complete your application. You are required to apply online for this announcement. We are unable to accept mailed or emailed documents. You must complete the entire application process, including submission of all documents BEFORE this announcement closes. To do so, complete the following steps. Step 1: If you do not already have one, create a resume and upload it to your profile in the "Resume" section. Although you must enter your Social Security Number for USAJOBS, this information will not be provided to the Library of Congress. Step 2: Review the Job Announcement. We recommend you go to the end of the Qualification and Evaluation section of the job announcement to preview the online questions that you will answer in Step 4. You may wish to customize your resume to ensure that it supports your responses to these questions. Step 3: Click on the "APPLY ONLINE" button to the right of this announcement. Follow USAJOBS' instructions to access your account. You will be redirected to the Hiring Management website to complete the application process. If this is your first time in Hiring Management, you will be asked to answer questions related to your eligibility for Federal employment. You will be able to update this information and save it to our account for future announcements. Step 4: Once you have completed the eligibility questions, you will be taken directly to the vacancy application questions. Answer all questions honestly and thoroughly. Step 5: Hiring Management offers one option that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement. You may electronically upload a document directly from your computer to your application. Be certain to review your complete application for confirmation of the document uploaded and click on "Finished" to be returned to USAJOBS. IMPORTANT NOTE: If you have multiple documents of the same kind, e.g. 2 undergraduate transcripts from different schools or 2 SF-50s, etc., be sure that they are all in the same file on your computer. If you try uploading them individually, only the last one sent will be visible in our system. If you have any questions about this information, please contact the person on this announcement BEFORE the closing date. Step 6: Click on "Finish" after you have completed your application. Once you have submitted your application, you can check your status online through your Hiring Management or MY USAJOBS account. Your complete online application and any required supplemental documentation (e.g., SF-50, etc.) must be received by 11:59 p.m. Eastern Standard Time (EST) on the closing date of the announcement. It is your responsibility to ensure that all documents are received on time and that the materials are readable. Failure to do so will result in your application being excluded from consideration for this announcement. If you are experiencing any technical difficulty with the online process, you MUST CONTACT THE POINT OF CONTACT FOR THIS ANNOUNCEMENT BEFORE THE CLOSING DATE. For all technical issues please contact jobhelp@loc.gov , no later than 4:00pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.

Application Deadline: 2026-05-19