Secretary

Summary This position is located in the Health Services Division, Integrated Support Services Directorate, Chief Operating Officer. The position description number for this position is 453041. 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, bargaining unit position. Duties This position is in the Health Services Division (HSD) within the Integrated Support Services Directorate (ISS). The Health Services Division is responsible for the occupational health and wellness program and workers compensation program for Library employees and emergency medical response for employees and visitors to the Library. The Secretary is responsible for providing exemplary customer service in the form of greeting and registering employees arriving at the clinic, answering phones and assessing the nature of the calls and referring customer issues to healthcare providers (Medical Doctors and Nurse Practitioners) as necessary. This also includes assisting employees with the submission of medical documentation and providing administrative assistance to health care providers by collecting and entering data and maintaining fully complaint health records while adhering to patient confidentiality. Customer focus, discretion, tactfulness, courtesy, and follow-through are key elements of this position.   The Secretary may also assist in scheduling appointments/meetings, reserving conference rooms, assembling meeting materials and reports,  and assisting the office manager in maintaining and ordering office supplies and tracking requisitions to ensure timely completion.  May be assigned Web TA timekeeper duties. Proficient in the use of Microsoft Office software.   The Secretary will also review, process, and screen incoming physical and email correspondence in accordance with priority and route and distribute physical mail and email to appropriate individuals. Establishes and maintains office records of suspense files to ensure actions are up to date and follows up on suspense dates to ensure that required actions and responses are made within a specific deadline. When directed, the secretary prepares a variety of correspondence, reports, and other documents, and proofreads/editis correspondence and documents for correct grammar, spelling, capitalization, punctuation, and format.  Creates and maintains information in office databases to include electronic medical records. Develops methods for automating recurring reports and retrieves information from various Library systems to produce reports in response to requests for information and tracks performance. Performs records management duties and responsibilities. In coordination with the HSD office manager, creates, organizes, maintains, and manages the office file plan in accordance with Library of Congress policies. Maintains all other folders in accordance with records management policies.  Maintains technical publications and manuals.  Ensures publications are current and correctly posted, and obsolete publications are rescinded in a timely manner.  Participates in the development and implementation of administrative procedures.  Identifies areas for improvement and recommends procedures, reporting and/or control mechanisms to enhance operations.  Performs other duties as assigned. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement. Requirements Conditions of employment 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. Qualifications 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 perform office coordination activities.** Knowledge of mail, correspondence, and report processing.** Ability to provide customer service and support.** Ability to plan, organize and execute work. Ability to Communicate Effectively Other than in Writing. Education There is no education requirement for this vacancy. 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 [email protected]. 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 202-707-6024 or email [email protected]. 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.   Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution. Benefits A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.