Administrative Specialist

Administrative Specialist

Department: Legislative Branch

Location(s): Washington, District of Columbia

Salary Range: $70623 - $91815 Per Year

Job Summary: This position is located in the Manuscript Division, Special Collections Directorate, Researcher and Collections Services. This position requires occasional evening or overnight hours to provide access to Architect of the Capitol staff or other authorized personnel conducting construction or maintenance projects in the division. The position requires a Public Trust background investigation at the Moderate risk level.

Major Duties:

• The Administrative Specialist assists with the overall management and administration of services to further the mission of the Manuscript Division, one of the largest special collections repositories in the world, dedicated to acquiring, preserving, and making available for research use and exhibition personal papers and organizational records documenting the breadth and complexity of American history. The incumbent reports to the chief of the division and has a confidential working relationship with the chief and other division supervisors. In carrying out administrative responsibilities, the incumbent applies a basic knowledge of and skill in personnel management; employee relations; budget implementation and financial processes; contract administration; office equipment procurement procedures; records management; program evaluation; facility services and space utilization; and other related activities. With the supervisor's assistance and that of the special assistant to the director, performs and monitors a wide range of administrative management functions and requirements. This includes applying Library and division policies and procedures as well as using various automated systems to record and process financial transactions, personnel actions, time and attendance, travel arrangements, training needs, and a variety of other administrative processes in systems such as Momentum, GovTA, eManagement, EmpowHR, E2, Solutions Business Manager (SBM), FAME, Service Now, and Confluence. Assists in coordinating the collection of information in response to data calls from the Directorate, Service Unit, or Library. Compiles and reviews responses for accuracy and eliminates duplication prior to submitting for the division chief's final review. Evaluates and analyzes information and with guidance updates responses to align with organizational mission and annual directional plans. Collects and manages statistics and selected narrative sections of the division's monthly and annual reports. Creates, updates, and maintains intranet pages and other shared information systems in the division. In the area of personnel management, the incumbent works closely with administrative staff in the Library Collections and Services Group (LCSG) and Human Capital Directorate (HCD) and their subordinate offices to assist in carrying out an effective personnel management program in the Manuscript Division. Coordinates and prepares personnel actions, such as promotions, new hires, reassignments, resignations, details, etc., and tracks the status from origination to conclusion to ensure that deadlines are met, employees are paid, and staff are occupying the proper position description, step, and leave category. Supports supervisors and staff in onboarding and off-boarding efforts by preparing the necessary documents and providing clear guidance on proper procedures to help staff obtain ID badges, transit benefits, keys, and access to needed IT systems and mandatory training. Assists the chief and section heads in monitoring fiscal activities, including expenditures from gift and trust funds as well as allotments under appropriated funds for travel, training, acquisitions, equipment, supplies, etc. Provides guidance to management on procurement procedures, deadlines and requirements, and coordinates with relevant offices as required. Provides administrative services related to space, equipment, and security. Depending on other staff resources, the incumbent may serve as the division's property liaison, office emergency coordinator (OEC), safety liaison, and automation technology liaison.

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 perform administrative management functions for an organization.** Ability to apply human resources administrative processes.** Ability to interact collaboratively with others exercising judgment and discretion in order to provide consultation and liaison services.** Ability to utilize computer technology.** Ability to plan and execute work. Ability to 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 documents 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 on USAJOBS. 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 USAJOBS 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 and submit your resume. 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 three options that will electronically attach your documentation to your online application once you finish answering the questions in the job announcement. (1) You may select a document that you have already uploaded to USAJOBS for a previous announcement. (2) 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 or in your USAJOBS profile before uploading them. 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 4:30pm EST of the Closing Date. REQUESTS FOR EXTENSIONS WILL NOT BE GRANTED.

Application Deadline: 2026-04-03