Administrative Support Assistant

Job Summary This position is located in the Public Services Division, District of Columbia Public Library (DCPL) System which serves the entire Washington metropolitan area. The Library System is comprised of the Central Library and 25 neighborhood branch libraries, and employs more than 500 employees. The Library is making a number of service improvements and embarking on a major transformation into a 21st century library system.

The new state‑of‑the‑art system will have innovative programs, advanced technology, expanded literacy services, modern and welcoming facilities, and robust collections, as well as, serve as a National model for libraries around the nation.

• Provides administrative support services to the Public Services Directors and Public Services Executive Officer and manages, coordinates, and implements the administrative functions associated with daily operations of their departments.
• In collaboration with the Executive Officer, reviews all Public Services program agreements. This includes receiving draft program agreements from public services staff and other agency departments, reviewing drafts for clarity and completeness.
• Ensures that all contracts move through the process in a timely manner to support public programming and alerts the Executive Officer of any delays or concerns related to the process.
• Tracks spending of Departmental budgets; regularly reviews budgets and spending plans with the Executive Officer. Compiles information and prepares requisitions for the Procurement Department and receives vendor’s payments into the Procurement Automated Support System (PASS).
• Incumbent is authorized to make office purchases using the District’s P‑Card issued by DC Government and reconciles credit card statement with actual expenses and receipt of goods and services. Prepares monthly transactions log for supervisor’s approval.
• Uses several types of software, such as spreadsheets, database, work processing, and PowerPoint to generate specific working documents, forms, charts and graphs, and presentations.
• Investigates, researches, and makes inquiries requested by the supervisor, performs special assignments such as developing reports that could involve the analysis and evaluation of information from a number of different sources within the office and from outside sources.
• Receives visitors and directs telephone and online queries regarding the full scope of Library services and programs.
• Performs other duties as assigned.

The incumbent must possess a minimum of two (2) years of experience working in an office setting as an administrative assistant or clerical assistant or other experience in planning and managing meetings, projects, or events. Must possess a High School Diploma or a certificate of equivalency (GED) issued by a recognized department of education. A Bachelor degree is preferred
. If you are currently serving a probationary period of a grade CS 8 OR serving in a CS 7 and below at the date/time of the application, you will not be considered for this position. All applicants must have successfully completed their probationary period of CS 8 to be considered for the position prior to submitting their application.

• Skill in operating a personal computer and various software packages in the execution of administrative support functions including Microsoft Office 365 (Word, Excel, Teams, PowerPoint, etc.).
• Knowledge of grammar, spelling, punctuation, and required formats in order to properly prepare effective written communications; to review and edit correspondence; and to draft responses, introductions, and other communications.
• Knowledge of and skill in applying the regulations and procedures regarding District government purchasing.
• Knowledge of and skill in applying budget tracking and monitoring best practices.
• Skill in conducting basic research for special assignments.
• Knowledge of and analytical ability to identify and resolve issues or problems of a procedural or factual nature.
• Knowledge of standard administrative work practices in order to maintain files, prepare correspondence, prioritize work and meet schedules and…