Summary This position is located in the Architect of the Capitol, Office of the Chief of Operations, Superintendent Library Buildings and Grounds. As the Executive Administrative Support Assistant to the Superintendent, you will provide administrative and clerical assistance to the Superintendent and Deputy Superintendent, and administrative services to the entire operation of the Library Buildings and Grounds. Responsibilities Tour of Duty: Monday through Friday| 7:00 AM to 3:30 PM Major Duties: Establishes administrative procedures to resolve a variety of conventional problems, questions, or situations affecting the timeliness and quality of scheduling, correspondence and data reporting, requests for personnel actions and overall customer service in the Office of the Superintendent. Evaluates office processes consisting of numerous functions at varying levels of difficulty and recommends changes in office policy to management or takes initiative to execute improvements to those processes, ensuring the stability of overall operations. Manages the Deputy and Superintendent’s schedule, to include all meetings, appointments, events, and activities. Takes initiative and assume discretion to establish priorities, arrange commitments, reschedule, or refuse appointments or invitations to festivities, and/or arrange for a representative to attend in the Superintendent’s absence. Advises he Superintendent and Deputy on any important matters of concern as indicated by the Library of Congress or within AOC. Provides input in matters concerning internal administrative issues and is responsible to follow up on commitments made in the meetings to ensure that pending issues are addressed by the appropriate personnel. Receives, screens, maintains, and safeguards the Superintendent’s and Deputy’s personal files, correspondence and documents concerning pending privacy matters, such as investigations, subordinate personnel, productivity reports, etc. Responds to correspondence on behalf of the Superintendent and Deputy when authorized to do so, and refers technical matters to the more appropriate personnel assigned to handling those issues. Works with the Records Management and Archives Branch (RMAB) to develop and update file plans and procedures for paper and electronic records so that records are organized and can be found when needed. Ensures that all records and files in the jurisdiction are maintained in accordance with approved records schedules. Reviews records schedules and file plans annually, and as needed, to ensure that they are current. Serves as primary point of contact for the Superintendent’s Office concerning all recommended changes to Architect of the Capitol administrative policies and support organizations such as the Curator’s Office, Information technology, Telecommunications, Office Services, Parking Office, HCMD, etc. Coordinates the employee parking permit program, initiates requests for ID cards; manages paperwork and government property related to in/out-processing of employees. Keeps records for time, attendance, leave, amount of filing space, and quantity of technical or policy material present in the offices and records the minutes of staff at meetings; prepares the minutes for distribution. Complies with OSHA safety rules and regulations to ensure that work progresses in a safe manner. Takes corrective actions on unsafe conditions. Requirements Conditions of Employment You must be able to pass a drug test. Your resume and question responses must demonstrate the job-related KSAs. You must meet the definition of specialized experience. To be employed by the Architect of the Capitol in a paid position, an individual must meet one of the categories below: A citizen of the United States; A person who is lawfully admitted for permanent residence and is seeking citizenship as outlined in 8 U.S.C. 1324b(a)(3)(B); A person who is admitted as a refugee under 8 U.S.C. 1157 or is granted asylum under 8 U.S.C. 1158 and has filed a declaration of intention to become a lawful permanent resident and then a citizen when eligible; A person who owes allegiance to the United States (nationals of American Samoa, Swains Island, and the Northern Mariana Islands, and nationals who meet other requirements described in 8 U.S.C. 1408); or A person who is currently an officer or employee of the Government of the United States. Qualifications You must meet the United States Office of Personnel Management's (OPM) qualification requirements (including specialized experience and/or educational requirements) for the advertised position. You must meet all eligibility and qualifications requirements by the closing date of the job announcement. Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on the OPM web site at OPM qualification standards Specialized experience is experience that has equipped you with the particular knowledge, skills and abilities to perform successfully the duties of the position, and that is typically in or related to the position to be filled. To be creditable, specialized experience must have been equivalent to at least the next lower grade level. Candidates for the GS-09 grade level must have at least 52 weeks of specialized experience equivalent to the GS-07 grade level in the Federal service. Specialized experience is defined as the following: Identifying and resolving issues related to correspondence, data reporting, scheduling, and customer service; Serving as a liaison between the supervisor and external/internal contacts to interpret instructions, convey information, and ensure commitments are fulfilled; Independently researching, drafting, and composing correspondence, reports, and other materials that communicate the supervisor’s decisions, ideas, and agenda; and Managing data to create and maintain reports and documents using spreadsheets, and other electronic tools. Education There are no educational requirements for this position. Additional Information Welcome Veterans. The Veterans Employment Opportunities Act of 1998 (VEOA) gives veterans' preference rights in the legislative branch to certain veterans as applied by the Congressional Accountability Act. Veterans' preference is applied on this vacancy announcement. If you are a veteran and have been separated under honorable conditions, you must submit a copy of your DD-214 or other proof of eligibility; SF-15, if applicable; and Department of Veterans Affairs documentation of disability, if applicable. For more information, please visit OPM vet guide If you are a male applicant born after December 31, 1959, you must certify that you have registered with the Selective Service System. If you are exempt from registration under Selective Service Law, you must provide appropriate proof of exemption. Please visit the Selective Service System website for more information. DRUG TESTING: The Architect of the Capitol (AOC) is a Drug Free Workplace. As part of the AOC’s suitability assessment, a candidate tentatively selected for a position who is not currently an AOC employee is required to submit to screening for illegal drug use. Satisfactory completion of a drug test is a condition of employment with the Agency. A candidate must test negative prior to being eligible for appointment into a position. We will schedule, provide and cover the cost for the drug test. The selectee(s) under the vacancy announcement for this position is subject to a criminal record check by the U.S. Capitol Police and satisfactory adjudication to be eligible for employment at the Architect of the Capitol. The Architect of the Capitol is an E-VERIFY Participant. E-VERIFY is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security (DHS) and Social Security Administration records to confirm employment authorization in the United States. If you are selected for this position, the documentation that you present for purposes of completing the DHS Form I-9 will be verified through the DHS "E-VERIFY" electronic system. For more information on E-Verify, please visit http://www.dhs.gov/files/programs/gc_1185221678150.shtm The Architect of the Capitol is an Equal Opportunity Employer and prohibits discrimination on the basis of race, color, sex, religion, age, national origin, sexual orientation, gender identity, genetic information and/or disability. 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 notify the agency. The decision on granting reasonable accommodation will be made on a case-by-case basis. Moving expenses are not authorized. Relocation expenses are not authorized. Probationary Period - A newly appointed selectee is subject to the completion of a one-year trial/probationary period, regardless of whether or not a trial/probationary period has been completed previously with the Architect of the Capitol or another Federal agency. This vacancy announcement may be used to fill additional vacancies in any of the jurisdictions of the Architect of the Capitol.All application materials become the property of the Architect of the Capitol. Note: Please be advised that federal retired annuitant candidates may only be considered as a temporary employee if the role can be filled in that capacity.