Administrative Specialist

About the role

The Library of Congress shares its vast collections of books, manuscripts, photographs, maps, audiovisual materials, and priceless artifacts to cultivate curiosity and spark imagination. We engage, inspire, and inform Congress and the American people with a universal and enduring source of knowledge and creativity.

We seek highly talented professionals to join a vibrant and collaborative community. Your work here will have lasting impact on the Library and its users well into the future.

What you will do

• This announcement has an APPLICATION LIMIT of 200 applications.
• Therefore, applicants should apply as soon as possible.
• PLEASE BE ADVISED THAT THIS VACANCY ANNOUNCEMENT WILL AUTOMATICALLY CLOSE AT 11:59 PM EST ON THE DATE THAT 200 APPLICATIONS HAVE BEEN RECEIVED UNDER THIS POSTING.
• If the 200-application limit is not met, the job announcement will close at 11:59pm, on Thursday, September 17, 2026.
• Applicants need to ensure they provide all supporting documentation at the time they apply to the vacancy announcement.
• This position is in the Latin American, Caribbean, and European Division, Researcher and Collections Services.
• The position reports to the Division Chief and performs administrative management functions and assists supervisors and staff in the division in planning, organizing and supporting the utilization of personnel related resources to maximizing achievement of the goals and objectives of the directorate.
• The position works closely with other Administrative Specialists and staff in the directorate.
• The incumbent identifies operational needs and difficulties, and provides articulate, workable advice and solutions for problems.
• The incumbent maintains effective communication and recommends policies and procedures as needed to improve management effectiveness and efficiency, and to resolve human resources problems expeditiously.
• As the Administrative Specialist, you will: Perform and monitor administrative management requirements for the division with dynamic administrative requirements with the supervisor's guidance, review and involvement.
• This includes applying administrative policies, researching, accessing and interpreting information in various systems such as eManagement, EmpowHR, GovTA, Momentum, Monster Government Solutions (MGS), and other staff requirements. serve as the Division Timekeeper in GovTA.
• Draft correspondences, recommendations, reports, and memoranda related to division management and administrative programs and issues.
• Provide advice and guidance to managers and employees on routine questions and situations related to the administrative services.
• Carry out assignments that involve thorough and comprehensive review and analysis of information.
• Identify, evaluate and develop specific guidelines and procedures to enhance efficient and accurate accomplishment of assignments.
• Manage the coordination and preparation of all personnel actions, tracking the status from origination to conclusion, to ensure that due dates are met, employees are paid properly, employees are at the proper step and within proper leave categories, etc.; and keep managers informed of the status of personnel actions.
• Provide guidance to managers and supervisors regarding personnel and administrative matters, such as classification, leave administration, conduct issues, adverse actions, promotions, training, and staff recognition; and serve as the division liaison to Employee Resources Management and Planning (ERMP) Division, Financial Management Directorate (FMD), Human Capital Directorate (HCD).
• Create vacancy announcements utilizing the agency's automated hiring system.
• Recommend methods for coordinating the administrative work of an organization with disparate organizational segments requiring administrative controls to accomplish the work of the organization; schedule meetings and makes arrangements, such as preparing agendas, notifying participants, and arranging luncheons and similar matters; develop background information and compose drafts of introduction and speeches to be presented at various meetings by the supervisor.
• Attend and record the minutes of meetings, which are later summarized and distributed; confirm that commitments made at the meetings and conferences are addressed; advise the supervisor of important office matters that arise during his/her absence.
• Draft, edit, and complete in final form, memorandums, reports and papers, and other original written documents related to management and administrative concerns; and review outgoing correspondences for clarity, consistency, completeness, and compliance with organizational policy.
• Working closely with FMD, reviewing and analyzing organizational requirements and providing advice of a routine nature to support the procurement process, such as disseminating guidelines to organizational staff on the documentation and justification required for requisitions.
• Prepare procurement documentation as appropriate.
• Perform other duties as assigned.
• The position description number for this position is 466107.
• 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

Requirements

• Conditions of Employment Library of Congress employees are prohibited from using illegal drugs, including marijuana.
• The Library is part of the Federal Government and abides by federal law, so regardless of individual state or District of Columbia laws, marijuana use is illegal, considered criminal activity, and can affect your employment at the Library.
• In addition, past or current drug use and activities (e.g., selling or distributing) may deem you ineligible for employment.

How you will be evaluated

The Library of Congress evaluates applicants through an applicant questionnaire and a structured interview. Applicants may also be screened for some jobs through licensing, certification, and/or education requirements, a narrative/application review, and/or a preliminary telephone interview.

The knowledge, skills, and abilities (KSAs) that are marked with a double asterisk (**) in the vacancy announcement and the applicant questionnaire are considered the most critical for a position.

To be considered for final selection, applicants must demonstrate fully acceptable experience in these designated KSAs in the narrative/application review, preliminary telephone and/or full structured interview.

The various assessment tools listed above are designed to verify or explore applicants' experience, knowledge, and training directly related to the job in order to identify the best qualified applicants for selection. You may preview questions for this vacancy.

Documents you must provide

• Current or former federal employees must submit their most recent Notification of Personnel Action (SF-50 or equivalent).
• Applicants with disabilities may be considered under special hiring procedures and must submit an appropriate certificate of eligibility when applying for this position.
• The proof or disability/certification may be issued by the State Vocational Rehabilitation Office, Disability Services or Career Services office of the applicant's college or university, or the Department of Veterans Affairs.
• The letter must verify that the applicant has a severe disability and must be dated within three years of the date of the application.
• The program does not accept certification from health care providers.
• For more information contact the Library's Office of Equal Employment Opportunity at *** or email ***.
• FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.

What to expect next

Please review our evaluation process under Evaluation. You may check the status of your application for this position at any time by logging onto the USAJOBS "My USAJOBS" tab and clicking on "My Applications." You will receive final notification via e-mail when the vacancy has been filled.

Additional information

Although it is the Library's policy to afford the maximum pay benefit to employees when setting rates of pay, a new appointee who has had no previous Federal service will generally be paid at step one of the grade. The Library of Congress is an equal opportunity employer.

Applicants must submit a complete application package that is received by the closing date of this announcement.

Appointment/retention is subject to a favorable evaluation of an appropriate personnel security/suitability investigation. For more information, please see: Vetting Process This agency provides reasonable accommodation to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please email ***.

The decision on granting reasonable accommodation will be determined on a case-by-case basis. Applicants with disabilities may be considered under special hiring procedures and must submit an appropriate certificate of eligibility when applying for this position.

The proof or disability/certification may be issued by the State Vocational Rehabilitation Office, Disability Services or Career Services office of the applicant's college or university, or the Department of Veterans Affairs. The letter must verify that the applicant has a severe disability and must be dated within three years of the date of the application.

Certification from health care providers are not accepted. For more information contact the Library's Office of Equal Employment Opportunity at *** or email ***.

FAILURE TO SUBMIT YOUR CERTIFICATION WILL CAUSE YOUR APPLICATION TO NOT BE CONSIDERED UNDER THE SELECTIVE PLACEMENT PROGRAM.

The Library of Congress is the national library of the United States and is part of the Legislative Branch of the Federal government. As such, all positions are in the excepted service. The Library reserves the right to fill a lesser or greater number of vacancies indicated during the life of this vacancy announcement.

Initial permanent appointments to the Library of Congress require completion of a one-year probationary period. Probationary periods served at other Federal agencies do not count toward this requirement. The Library of Congress may offer repayment for all or part of federally insured student loans.

However, not all service units within the Library of Congress participates in the repayment of federally insured student loans. Therefore, determination to repay a federally insured student loan is subject to approval by the appropriate service unit. A “Not to Exceed" (NTE) status is used to identify an appointment with a specific ending date.

However, the Library has the right to separate a NTE employee at any time due to either performance issues or budget constraints. Are you a veteran? Please indicate the type of veterans' preference you are claiming in your application materials and/or applicant profile and provide the appropriate supporting documentation to validate your claim.

Those applying for 5-point preference must submit Member Copy 4 of your DD 214. Those applying for 10-point preference must fill out an SF-15 (click here for the form) and provide the required documentation listed on the back of the form. If required supporting documentation is not attached, Veterans' Preference will not be considered in the application process.