Administrative Specialist

Administrative SpecialistThis position is located in the Directorate of Acquisitions and Bibliographic Access (ABA) and may be used in any of the divisions of ABA. The incumbent of this position is responsible for carrying out a variety of administrative tasks in support of the mission of the division while providing direct support to the supervisory staff of the division.As the Administrative Specialist, you will:With the supervisor's assistance, perform and monitor administrative management requirements for the Division, including numerous sections. This includes applying administrative policies and procedures, maintaining various systems such as Momentum, eManagement, and EmpowHR, and handling travel, training, and other staff requirements.Assist in performing routine tasks in support of administration of a small, stable budget involving basic administrative expenses. Enters budget information on related forms and prepares necessary reports.Draft correspondence, recommendations, reports, and memoranda related to management and administrative issues. Receive and review all incoming correspondence. Coordinate information and responses with appropriate staff and offices to assure consistency and conformance with program policies and viewpoints. Write correspondence, memoranda, press releases or other documents relevant to program activities.Provide advice and guidance to managers and employees on administrative issues, questions and situations. Determine pertinent issues and collect relevant information from a variety of sources. Review information and apply standard analytical techniques. Serve as the organization liaison with Library Services Administrative Office.Assist in performing liaison human resources administrative support for the Division and subordinate sections where the personnel problems encountered result from a specific request from the Chief, Division management, supervisors, or employees. Request are for an immediate problem for which one or more solutions are readily apparent. Provide guidance to managers and supervisors in human resources matters involving staffing, classification, leave administration, employee relations, and training issues. Serve as the organization's liaison with Library Services Administrative Office and the Library's Human Resources Office. Assist managers and supervisors with recruitment by preparing necessary documents and providing guidance on proper procedures and policies. Coordinates and prepares personnel actions, tracks the status of various personnel actions from origination to conclusion in areas relating to human resources management in order to ensure that suspense dates are met, that employees are paid properly, that employees are at the proper step and within proper leave categories, etc.Provide support to the Contracting Officer's Technical Representative (COTA) in preparation of purchase requisitions, recommendations for engaging experts and consultants, and Requests for Proposal (RFPs), which are administered by the Division to assure adequacy of proposed resources. Identify, consider, and assist in resolving procurement administration problems of a routine nature, such as reviewing paperwork and following up to resolve minor glitches that delay procurements. Review all purchase requests for completeness and appropriateness. Provide guidance to management on procurement procedures and coordinate with the procurement office as required. Follow up to ensure that responses from the organization's support offices are complete and timely. Serves as the organization's liaison with the Library's Contracting Office.Assist in coordinating administrative tasks in support of established requirements for supplies. property management, or office moves. such as setting up and maintaining systems to control the purchase and use of supplies. Perform administrative duties to support the coordination of office moves, office construction, and other facility improvements. Work with other offices to arrange and coordinate such activities. Provide guidance to management, recommending actions to ensure the economical and efficient use of equipment and other properties. Coordinate the property management function.Acts as liaison to other managers and staff within the Division and provides accurate advice on procedures, reports, requirements, and other matters necessary to implement Division and ABA policies, directives, and instructions.Perform other duties as assigned.The position description number for this position is 179749.The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.The incumbent of this position will work a Flexitime work schedule.This is a non-supervisory, non-bargaining unit position.Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.