Special Assistant

Job Summary

This position is located in the Office of the Executive Director, District of Columbia Public Library (DCPL). The position serves as Special Assistant to the Executive Director, Chief of Staff and will also assist Senior Staff in spearheading special projects with responsibility for planning, developing, initiating, coordinating, and conducting a variety of special studies and projects requiring the application of analytical techniques.

Duties & Responsibilities

• Assists the Executive Officer in the day-to-day functions, including assessment and handling of management and administrative problem/issues that surface with support from the Executive Officer.
• Coordinates and oversees executive office projects to ensure that projects are carried out in a timely manner and in accordance with established policies and procedures.
• Participates in the development of targeted organizational strategies and works with other team members to accomplish goals. Initiates recommendations for improved procedures for greater efficiency and effectiveness of the Executive Management team.
• Conducts a variety of statistical studies with regard to assigned research projects.
• Discusses pertinent issues with key agency officials, representatives of outside interests, and various groups and individuals as required to obtain desired information.
• Correlates and analyzes facts to draw conclusions and to provide meaningful recommendations to the Executive Director and Chief of Staff.
• Develops analytical and special reports for the Executive Director and Chief of Staff and develops a mechanism to produce fact sheets and other statistical data on the agency in response to requests from the Executive Director, Chief of Staff, and Executive Officer for internal departments and outside agencies and organizations, including Executive Office of the Mayor, City Administrator, and the Board of Library Trustees.
• Manages a multimillion-dollar portfolio of grants and provides grant management technical assistance in support of DCPL activities and functions. Administers grants from award to close out, applying appropriate management controls and keeping abreast of changes in policies, procedures, or requirements. Participates in the planning and coordination of the general DCPL grants activities.
• Lead point of contact for issues and questions relating to grant proposals. Manages budgets and tracks grant expenditures to ensure compliance with established grant program guidelines.
• Develops a strategy for monitoring grant recipients and ensuring policies and procedures are in place and that grant funding is applied properly.
• Manages grant activities to include site visits and telephone contacts, comparing actual progress with expectations and taking steps for corrective actions, where necessary. Creates policy guidelines, standards, and criteria and compiles reports outlining status, monitoring activities, and results related to all grants.
• Identifies alternative solutions to unique grants problems in assigned projects, integrates the work of others as a team or project, and predicts future environments or the impact on future processing. Maintains contact with grantor, organization, and entities, as necessary, to ensure compliance.
• Leads the development of processes and manages annual projects, including submitting oversight materials to the DC Council and creating budgets for local, federal, and Foundation-funded programs and projects.
• Acts as a point of contact for individuals outside and within the agency seeking services, assistance or guidance in the areas of operations, research, and analysis, productivity improvement and/or project management.
• Develops policies and procedures that affect the administration of DC Public Library.
• Develops, recommends, and participates in specific activities to resolve problems.
• Initiates, arranges for, and participates in special assignments that involve activities of the Executive Management team. Investigate and prepare reports as necessary concerning the resolution of problems or remedial action taken.
• Review agency programs and projects with the Executive Director, Chief of Staff, Executive Officer, and Senior staff to determine if they are operating within the scope and/or description of their goal and objectives. Advises the Chief of Staff and Executive Officer of existing problems and recommends solutions and/or alternatives.
• Upon request, prepares correspondence and reports for the Executive Director, Chief of Staff and Executive Officer.
• May attend meetings with the Executive Director or Chief of Staff as an aide to provide supporting information on the subject matter.
• Perform other related duties as assigned.
  
  

Qualifications

A Bachelor’s degree from an accredited college or university. A minimum of five (5) years of experience in fact-finding, analysis and problem solving and two (2) years experience in applying organizational methodologies, project management principles, concepts, practices, methods, techniques, organizational analysis, program planning and evaluation principles and strategies and/or one (1) year of specialized experience at the next lower grade level . In addition, the following is required:

• Intermediate level proficiency in the use of Microsoft Word, Excel, PowerPoint is required.
• Thorough knowledge of a wide range of administrative laws, policies, regulations and precedents applicable to DC and federal government preferred.
• Ability to effectively communicate orally, in writing, and through automated tools to prepare and present reports/findings, and make recommendations and overviews based on final analysis.
• Five years’ experience in planning and coordinating multiple projects and project activities simultaneously that involve a combination of priorities.
  
  

Residency 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.

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.

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 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.

Licenses and Certifications

None

Working Conditions/Environment

The work is performed in an office setting.

Other Significant Factors

Duration of Appointment: Career Service – Regular

Collective Bargaining Unit: This position is not covered under a collective bargaining agreement.

Promotion Potential - None

Must be authorized to work in the U.S.

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, 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.

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