This position is located in the Accounting Section, Financial Management Division; Office Assistant Register & Director Operations Directorate; Copyright Office. This is a non-supervisory, bargaining unit position. The position description number for this position is 138636 The incumbent for this position will work a flextime work schedule. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. Relocation expenses will not be reimbursed
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 Search System Records to Process Incomplete Receipts** Knowledge of information retrieval principles as applied to copyright reference and search services.** Knowledge of library or copyright processes and procedures.** Ability to communicate and interact collaboratively with others. Ability to communicate in writing. Ability to communicate effectively other than in writing.
Handles general mail packages and unidentifiable packages referred by technicians and supervisors. Opens packages, identifies types and destinations of packages based on a thorough analysis of the packages content. Reviews incomplete packages, examines contents, and identifies missing materials. Must be able to recognize characteristics and identifiers for all materials that indicate the required contents for various types of packages. Must also be able to recognize and understand a variety of data elements in record fields to link and match records. Addresses the most difficult special search requests to determine if submitters included service request numbers or correspondence numbers as a part of the packages, or if a corresponding record exists. Enters the submitters confirmation numbers into the system to access system records or enters the deposit titles or other key information: e.g., the submitters or publishers' names, to search the system to access system records. Searches system for open payments that the submitter may have sent electronically over the Internet, if missing applications and/or money. Links fees to electronic records. Checks that missing items link to appropriate existing items in system. Adjusts service request numbers in system to link items. Adds alerts or service request notes and closes service request. Performs in-depth searching in system to see if remaining items have arrived after the stated waiting period and takes appropriate actions. Provides information and advice to management on trends, bottlenecks, problems or other conditions which affect the incumbent's area of responsibility. Compiles statistics for Division workflow reports and prepares the portions of the report that apply to section operations. Replies to the most complex status and processing inquiry requests by drafting original correspondence or responds by telephone or email. Drafts letters that require original wording and translates information into terms understandable by others. Replies to inquiries for W-9 request for Taxpayer Identification Number and Certification. Coordinates request and performs complex automated and physical searches to gather information for reply to correspondence. Initiates communications by telephone and electronic mail to resolve filing irregularities. Promptly processes claims requiring special handling; Congressional, White House, Senate inquiries, and Librarian's requests. Resolves the most difficult special search requests that require an expert knowledge in the intricacies of the Copyright Offices workflow, online records, and retrieval tools. Hand carries the request through all necessary steps. Separates unsolicited correspondence for the Register and General Counsel, etc., from service requests. Places an alert in the system, as appropriate. Enters information not captured correctly. Assures the record is in order for processing. Employee independently reviews cash processing documents and remittances, verifying data scanned and entered into the Copyright Office online accounting system. Handles difficult procedural and technical accounting problems that result from issues such as insufficient information or a need for deviation in processing procedures. Examines batches of mail-in check remittances and creates batches for non-scannable but negotiable items. Examines each check to verify completeness and negotiability. For non-scannable checks, links payments to existing service request records. Updates records in automated system. Processes mail-in deposit account charges and debits accounts using the automated system. Uses judgment and initiative to resolve or recommend solutions to unusual situation/problems encountered. Handles cases that are high-priority or involve security risks (i.e., mail-in and walk-in currency remittances, mail-in and phone-in credit card charges, etc.). Handles unacceptable remittances and deposit account problems as necessary. Handles uncollectible checks returned by the bank. Corresponds with remitters. Resolves unidentified remittances by searching the automated system for identification information to link remittances to existing Copyright Office records. Reviews and approves various types of refund requests. For deposit account refunds, searches account transaction records for disputed payments. Determines whether funds are available for refunds and whether any related transactions are pending. Corresponds with customer if additional information is needed or if refund is denied. Investigates the sources of problems involving undelivered checks and takes appropriate actions to preclude problems from recurring. Prepares undeliverable checks for deposit to Copyright Office account, as appropriate. Provide support for the Financial Management Specialist. Performs other duties as assigned. Relocation expenses will not be reimbursed.