Library of Congress Event Operations Assistant in Washington, District Of Columbia
Summary This position is located in the Library Events Office Division, Center for Learning, Literacy & Engagement Directorate, Office of The Librarian. The position description number for this position is 435115. The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area. This is a non-supervisory, bargaining unit position. Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement. Responsibilities Prepares the physical facilities for meetings, receptions, and meals. Uses knowledge of various meeting room set-ups to prepare the facilities and to adapt standard set-ups to the needs of the event. Reads room setup descriptions and diagrams and sets up rooms based on those documents. Coordinates with representatives sponsoring events and vendors to ensure proper, safe and secure placement of equipment. Provides food service from offerings prepared by outside caterers for major special events such as conferences, exhibition openings, cultural ceremonies and celebrations, visits by outside groups, political officials, corporate and foundation presidents, museum directors, collectors, and other VIPs, official luncheons, dinners and receptions. Assists in event set-up by coordinating with Materials Handlers or vendor employees in room arrangement and ensuring equipment is placed and in proper working order. Sets up audiovisual equipment. Dresses tables with linens and provides water service. Assists in planning, organizing, and coordinating food services that may require various combinations and setups. Uses knowledge of the formal dining protocols for the use, set-up, and placement of food service equipment such as china, glassware, linen, coffee pots, and water pitchers to determine proper placement. Serves meals, mixes drinks and supports receptions working independently and adapting procedures as necessary, based on personal observations, or as requested. Works under pressure at formal events with many attendees and when the Librarian hosts special guests, such as recipients of LC awards and honorees, in private settings. Involved in improvising with existing materials for last minute requests. Uses judgment with regard to on-site changes and maintains awareness of resource limits. Meets both internal and external clients prior to functions, makes introductions, and ensures that all arrangements are agreeable. Reads event documentation in order to gather information, determine proper set up, timeline, specific guest needs, food service requirements, etc. Works closely with the event coordinators to plan and determine approaches for some work assignments. Confirms space arrangements and equipment needs. Responds to and tries to fulfill any last minute arrangements. Assists in resolving problems and issues related to event service requirements. Uses discretion in deciding when to be present and when to retire without interfering with the function. Greets caterers and guests, providing registration material and directing to meeting or work locations. Serves as the interface during and after events, coordinating with all parties involved to ensure a first class experience at the LC. Operates the elevator interacting with guests to ensure they get to the proper location for events. Assists in the development, formulation and justification of budget for event service supplies and equipment required to support public facility capabilities. Identifies staffing needed to support these activities. Assists in the preparation of the Library Events Office budget for events by researching various options and recommending the appropriate food, decor, and similar event features that will produce the desired event results. Assists in initiation of all food service procedures necessary for events. In the absence of the event assistant, receives and screens all visitors and telephone calls from other Library divisions, congressional offices, other government agencies, embassies, a host of outside organizations, and the public, and answers procedural or administrative questions. Determines the nature of call or business of visitors and determines appropriate action, bringing items of significance to the chief’s or the appropriate staff member’s attention. Exercises tact and judgement in dealing with callers and visitors in matters of a sensitive nature. Determines the appropriate person for responding to a wide range of event inquiries, proposals, complaints and accolades, based on personal knowledge of Library programs, priorities, goals, and objectives. In the absence of the event coordinator, represents the coordinator at meetings or events. Serves as an advisor to sponsors of internal staff events, such as retirement ceremonies, programs of staff organizations, and anniversary observances. Reviews plans for events with sponsors to ensure conformity with Library regulations and safety requirements. Advises event sponsors and Library staff on protocol and social practices. Assists with assembling and mailing invitations; producing event collaterals such as nametags, tent cards, and handouts; and distributing tickets and programs. Delivers event materials to Library offices and event spaces. Organizes and maintains office files and supplies. 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. The work requires several degrees of physical effort, which are intermittent in nature, but recurring throughout the course of a shift. The ability to bend, lift and carry items is required. Moderate lifting and carrying between 15-44 pounds usually at one hour per day, at waist level and below, and shoulder level and below is required. A physical is required upon entry in the position and then on a 3-year cycle thereafter, for certification of the ability to meet the physical and mental requirements of the position. Events require working extended hours, as they are regularly conducted outside of normal business hours, commencing at in the evening and ending at midnight, but requiring additional hours for load up and clean up. Overtime will be occasionally required. Night differential and/or unusual duty hours may be regularly required. This will include working on some Saturdays, and on rare occasions, on Sundays. 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. Knowledge of event space arrangement/set-up and service procedures.* Ability to interpret instructions in order to plan, organize and execute work.* Knowledge of appropriate use, set-up and placement of food service equipment.** Ability to adapt in a fast paced and demanding special events work environment. Ability to meet and deal with others. Ability to communicate effectively other than in writing. Education 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. Women, minorities, and persons with disabilities who meet eligibility requirements are strongly encouraged to apply. 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 ADA@loc.gov. 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 EEO/Diversity Programs at 202-707-6024 or email email@example.com. 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. 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.