Administrative Assistant CS-09

General Job Information

JOB SUMMARY

This position is located in the Director Office, District of Columbia Public Library (DCPL). The position serves as Administrative Assistant to the Director of Administrative Services and the Director of Business Operations to provide support to Executive Level Leadership across library divisions, departments and other city agencies to implement strategic initiatives for DC Public Library.

The primary responsibility of this position is to provide substantive administrative support and management support work, requiring administrative and analytical skills; and the ability to research problems and issues. The incumbent uses considerable discretion and independent judgment to complete work expectations.

MAJOR DUTIES AND RESPONSIBILITIES

• Provides administrative support to ensure efficient office operations.

• Maintains physical and digital filing systems.

• Experience performing supply distribution and fulfillment request (Central Office Supplies Tracker)

• Answers phone calls and direct callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.

• Responds to emails and other digital queries and correspondence.

• Manage calendars for senior staff, including making travel arrangements.

• Drafts and edits letters, reports, and other documents.

• Inputs and updates information in databases and spreadsheets.

• Prepares meeting agendas and takes meeting minutes.

• Coordinates logistics for meetings, including room setup and catering.

• Operates and maintains office equipment, including printers, copiers, and fax machines.

• Works with maintenance staff and outside vendors to ensure office equipment is in good working order, and office supplies are always on hand.

• Research as requested and compiles and summarizes information for reports or presentations.

• Works closely with other administrative staff and supports other colleagues as needed.

• Works with sensitive information with discretion to maintain confidentiality and security to ensure compliance with privacy policies and regulations.

• Ensures that deadlines are met and adapts to changing priorities.

• Presents a positive and professional image for the organization.

• Collects administrative data for the purpose of preparing special reports related. Research administrative matters, gathers facts, defines and explores problems, and initiates and maintain contact necessary in the completion of assignments.

• Maintains and controls basic management systems for all incoming action documents within the organization, including document control, report monitoring systems to remind staff of action requirements and timetables, suitable tracking systems, and correspondence review.

• Reviews all correspondence and documents prepared for the supervisor’s signature for grammatical accuracy, procedural conformity, format compliance, and provision of supporting documents. On own initiative, returns to originator correspondence or document, which is considered improper for signature of the supervisor.

• Performs other related duties as assigned.

MINIMUM QUALIFICATION REQUIREMENTS

• Must possess at least a high school diploma or its educational equivalent (GED)

• Experience performing supply distribution and fulfillment request (Central Office Supplies Tracker)

• Comprehensive and thorough working knowledge of the programs, goals, priorities, policies, and administrative procedures of the organizational entity to which assigned, and skill in applying this knowledge to meet goals and objectives effectively, accurately, and expeditiously.

• Knowledge of goals, mission, and functions of DCPL’s programs; responsibilities, and objectives of the assigned program.

• Knowledge of and the ability to apply administrative concepts, practices, principles, and processes of office management to gather, analyze, research, and evaluate information /data, draw conclusions, and recommends a course of action.

• Knowledge of, and proficient with standard office platforms in the use of operating a personal computer, utilizing Microsoft suit and other software programs, and a willingness to learn new technology associated with assigned work tasks.

• Skill in data management with accurate record keeping, including the ability to maintain and improve filing systems

• Ability to communicate effectively bother orally and in writing to convey messages and information; and to compose reports, memoranda, etc. Ability to effectively interact with staff with the organization, District government officials and employees, private sector, federal government, and the general public with tack and diplomacy. Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations

• Ability to work well under pressure and navigate multiple deadlines

• Ability to work well independently and in collaboration with others

• For current District of Columbia employee candidates only: Possess at least 1 year of specialized experience equivalent to CS‑08 (non‑probationary) OR 2 years of specialized experience equivalent to CS-07

Preferred Qualifications

• Experience supporting multiple managers or departments within a public‑service, government, or library environment.
• Experience using procurement or financial systems such as PASS, ERP, or similar platforms for purchasing and receiving.
• Demonstrated ability to manage complex filing systems, inventory coordination, or supply distribution processes.
• Experience drafting professional executive level correspondence, reports, or presentations with a high level of accuracy and attention to detail.
• Excellent interpersonal skills and experience providing customer service to diverse internal and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Experience working in fast‑paced environments requiring independent judgment, problem‑solving, and prioritization.
• Familiarity with library operations or public‑facing service environments

LICENSURES AND CERTIFICATIONS

N/A

WORKING CONDITIONS/ENVIRONMENT

Work involves everyday risks or discomforts typically associated with libraries, offices, and meeting and training rooms, which are adequately heated, lighted, and ventilated.

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 security sensitive 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 work will require the incumbent to work standard business hours.

Reporting Location(s): Appointments will primarily be assigned to Martin Luther King Jr. Library with flexibility to provided supply distribution and fulfillment to neighborhood branch libraries in Washington D.C.

Division/Department: Director’s Office

Collective Bargaining Unit: The position is covered under the collective bargaining unit, American Federation of State, County and Municipal Employees (AFSCME) Local 1808. For more information, please visit: Local 1808 | DC Public Library (Non-Facilities, Non-Safety) | District Council 20.

Promotion Potential: Yes

Appointed Salary - The selected incumbent will be appointed at the appropriate salary rate of a CS-09.

Budgeted Salary - This position is budgeted for a minimum salary of $62,158 to a maximum salary of $70,102.

IMPORTANT NOTICE TO APPLICANTS

We sincerely appreciate your interest in employment opportunities with our organization and the time invested in submitting your application. Please note that only applicants who meet the minimum qualifications and are selected for further consideration by the hiring committee or interview panel will be contacted regarding the next steps in the recruitment process.

Due to the high volume of applications received, Human Resources is unable to provide individual updates on application status. Candidates selected to advance in the recruitment process will be contacted directly by a member of our team.

We kindly ask that applicants refrain from contacting the Human Resources Office by phone or email to inquire about their application status. We appreciate your patience, understanding, and interest in joining our team.

RESIDIENCY REQUIREMENT

Applicants claiming residency preference will be required to maintain residency in the District of Columbia for a minimum of seven (7) years. Failure to do so may result in forfeiture of employment.

If the position you are applying for is in the Career, Management Supervisory, or Educational Service at an annual salary of one hundred fifty thousand dollars ($150,000) or more, you must establish residency in the District of Columbia within one hundred eighty (180) days of the effective date of the appointment and continue to maintain residency within the District of Columbia throughout the duration of the appointment.

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.