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.
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.
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.