Executive Assistant

JOB SUMMARY

This position is located in the DC Public Library (DCPL). DCPL is proud to be a recognized force in the community for engaging the mind, expanding opportunities, and elevating the quality of life. This position description depicts duties and responsibilities required of the position with the primary responsibility for performing a variety of administrative and secretarial duties.

The Chief of Public Services is responsible for managing the Public Services division at DCPL, including the Collections department, 25 Neighborhood libraries & the Central library, Office of Public Safety, Service Design & Engagement and the Youth & Family Services department.

As an Executive Assistant, incumbent acts as confidential assistant to the Chief of Public Services Assignments involve providing day-to-day advice, objective analyses, and recommendations on a variety of issues related to the full range of responsibilities of the executive official. The incumbent ensures that the daily administrative operation’s goals and objectives of the Department are accomplished.

MAJOR DUTIES AND RESPONSIBILITIES

• Responds to inquiries and administrative issues, both verbally and in writing, on behalf of the executive official. Reviews for accuracy, completion and timeliness of all assignments and correspondence requiring the signature of the executive official.
• Prepares and maintains correspondence for the executive official’s signature. Determines appropriate routing, including what needs the executive official’s personal attention. Assigns appropriate correspondence tracking.
• Serves as a troubleshooter on a number of sensitive matters. Handles special assignments involving confidential information and data. Provides recommendations for administrative errors or inconsistencies and ensures that the necessary action is taken to resolve the problem area.
• Analyzes fact and circumstances involved in making recommendations for solving administrate problems within the limits of standards or acceptable practices. Conducts research into matters of general or specific concerns which affect the goals and objectives of the executive officials’ accomplishments.
• Follows up on all assignments made by the executive official to other senior staff and DC government officials to assure timeliness of projects, and that the end product is completed. Reports delays to the executive official, and the reasons behind them.
• Coordinates the financial management to include but not limited to tracking expenditures; PASS entries; and working with vendors.
• Coordinates with the executive official the scheduling of appointments, events, and travel arrangements. Suggests alternative times, as appropriate, in case of conflict. Prepares detailed itinerary, and coordinates attendance of appropriate staff, acquisition of visual aids, background information, etc.
• Plans agendas, and determines location for meetings, conferences, and other special events. Ensures that appropriate working papers, pamphlets, briefings and reports are complete and ready for presentation.
• Maintains document-tracking system and ensures that the many files and/or records are complete and up to date, as well as the database of all documents received and sent form the executive official, when necessary.
• Prepare reports and briefing materials to assist the executive official in preparation for meetings.
• Performs other related duties as assigned.

MINIMUM QUALIFICATION AND REQUIREMENTS

• Possess a High School Diploma or a certificate of equivalency (GED) issued by a recognized department of education
• Three (3) years of experience working in an office setting as an administrative assistant or clerical assistant
• Thorough knowledge of the organizational structure, missions, functions, goals, and objectives. Knowledge of administrative policies processes of the executive office, in order to develop plans and carry out activities.
• Thorough knowledge of administrative concepts and practices sufficient to recommend changes in administrative policies and foresee administrative problems and requirements.
• Thorough analytical skills to perform broad and complex research tasks in a variety of program areas under shot deadlines, and to plan, evaluate, develop, and conduct studies.
• Ability to plan and coordinate multiple assignments and project activities, simultaneously, that involve a combination of priorities; and the ability to coordinate work activities with other internal and external organizations.
• Skill in oral and written communications sufficient to advise and consult with for executives, present findings and recommendations, coordinate executive office activities, and prepare memoranda, letters and reports.
• Skill in using a personal computer and various software programs (e.g., Microsoft suites: MS Word, Excel, Access, Project, PowerPoint; SharePoint; Outlook); and the ability to apply information management systems/office automation principles.
• Must understand the sensitive nature of work in the executive office and maintain the highest levels of confidentiality and integrity.
• Must exercise tact and diplomacy.
• Performs other related duties as assigned.
• Possess at least 1 year of experience at the next lower grade level (CS11) | Applicable to District employees’ candidates

Preferred

• Bachelor’s degree from an accredited college or university

LICENSURES AND CERTIFICATIONS

N/A

WORKING CONDITIONS/ENVIRONMENT

The work is primarily sedentary, although some slight physical effort may be required. The work may involve visits to work sites, and requires periods of walking, standing, bending, stooping and carrying of light items.

The work is performed in an office setting with some flexibility of telework.

DISTRICT REFERENCE CHECK

All applicants who are current or former District of Columbia Government employees will be subject to a background examination prior to the issuance of a conditional offer of employment. This review will include coordination with District agencies where the applicant is currently or was previously employed. The purpose of this examination is to verify the applicant’s employment standing and determine eligibility for rehire, reassignment, or promotion within the district government. Applicants found not to be in good standing may be deemed ineligible for further consideration.

By applying to this vacancy announcement, you hereby authorize the District of Columbia Public Library to conduct a background examination and reference check, including coordination with any District agencies where you are currently or was previously employed, to verify your employment standing and assess your eligibility for continued employment consideration.

GENERAL SUITABILITY SCREENING

This position is subject to general suitability screening; verification of employment history, reference checks and degree/license, as applicable. The appointee to the position may be offered employment contingent upon receipt of a satisfactory general suitability screening.

ENHANCED SUITABILITY SCREENING

The position for which the individual is applying has been identified and designated as requiring enhanced suitability screening; If tentatively selected for the position, a criminal background check, traffic record check, consumer credit check, and mandatory drug and alcohol test will be conducted (as appropriate); and the appointee to the position may be offered employment contingent upon receipt of a satisfactory enhanced suitability screening.

OTHER SIGNIFICANT FACTORS

Type of Appointment: Career Service Regular Appointment

Tour of Duty/Schedule: This position primarily works during standard business hours

Reporting Location: MLK Library

Division/Department: Public Services

Collective Bargaining Unit: This position is in the collective bargaining unit.

Promotion Potential: Promotional Potential to CS 13

Appointed Salary: The selected incumbent will be appointed at the appropriate salary rate of a CS 12.

Budgeted Salary: This position is budgeted for a minimum salary of $92,656 to a maximum salary of $104,168.

IMPORTANT NOTE: We appreciate every applicant’s interest. However, only those who meet the qualifications and are considered by the hiring committee or interview panel will be contacted for the next steps in the recruitment process. Meeting the qualifications and/or passing the screening does not warrant an interview automatically.

RESIDIENCY REQUIREMENT

A person applying for a position in the Career Service, Educational Service, Management Supervisory Service, an attorney position in the Legal Service (series 905) other than the Senior Executive Attorney Service (SEAS), or an attorney position in the Excepted Service (series 950) who is a bona fide District resident AT THE TIME OF APPLICATION for the position, may be awarded a 10-point residency preference over non-District applicants, unless the person declines the preference points. If selected, the person shall be required to present no less than 8 proofs of bona fide District residency and maintain such residency for 7 consecutive years from the effective date of the appointment. Failure to maintain bona fide District residency for the 7-year period will result in forfeiture of employment.

EMPLOYMENT BENEFITS

Selectee will be eligible for health and life insurance, annual (vacation) and sick leave, and will be covered under the District of Columbia government's retirement plan. However, if the selectee was previously employed in the District of Columbia government under an appointment for which he/she was eligible for Civil Service Retirement (CSR), contributions to CSR will resume upon re-employment.

EQUAL EMPLOYMENT OPPORTUNITY

The District of Columbia Government is an Equal Opportunity Employer: all qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, gender identity or expression, family responsibilities, matriculation, political affiliation, genetic information, or disability. Sexual harassment is a form of sex discrimination, which is also prohibited. In addition, harassment based on any of the above-protected categories is prohibited.