Library - ADMINISTRATIVE ASSISTANT Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform a wide variety of responsible administrative, secretarial and clerical duties in support of the Library Director and Library operations; to coordinate and participate in office support functions in support of departmental goals and objectives; to maintain financial, personnel and operational records; and to provide information and assistance to library patrons, City staff and the public regarding library programs, services, policies and procedures. Employees in this classification exercise independent judgment and initiative in the performance of assigned administrative duties and are expected to maintain confidentiality of personnel, financial and operational information. Employees are expected to adhere to all City policies, procedures, operational standards and administrative guidelines and serve as a role model in their application.
DISTINGUISHING CHARACTERISTICS
This classification performs advanced administrative, secretarial and clerical support duties within Library Operations. Employees at this level are responsible for administrative support, financial record keeping, budget tracking, records management, customer service and operational coordination while exercising independent judgment in assigned administrative functions.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the Library Director. May provide technical direction to clerical, part-time and volunteer personnel. Exercises no direct supervision over staff.
ESSENTIAL FUNCTION STATEMENTS
Essential responsibilities and duties may include, but are not limited to, the following:
- Provide administrative support to the Library Director and management staff.
- Maintain calendars, schedules, meetings, appointments and special events for assigned personnel.
- Prepare correspondence, reports, presentations, agendas, minutes, spreadsheets and other administrative documents.
- Assist in the preparation, monitoring and tracking of departmental budgets, expenditures, purchase orders and encumbrances.
- Process invoices, accounts payable documents, payroll information, personnel forms and purchasing records.
- Maintain confidential personnel, financial and departmental records.
- Coordinate travel arrangements, training registrations and conference attendance for library staff.
- Answer telephones, greet visitors, respond to inquiries and provide information regarding library services, programs and policies.
- Maintain records and prepare statistical, operational and financial reports.
- Assist with grant administration, fundraising activities and special projects.
- Coordinate facility reservations, meeting room scheduling and related documentation.
- Prepare and distribute public notices, promotional materials, newsletters and other communications.
- Order office supplies, maintain inventory records and coordinate equipment maintenance.
- Maintain filing systems, records retention schedules and electronic document management systems.
- Serve as liaison between the Library and other City departments, vendors, community organizations and the public.
- Assist with special events, community programs and outreach activities.
- Assist library service desks during periods of high activity.
- Assist with volunteer coordination and special projects.
- Maintain acceptable attendance and the ability to work effectively with others.
- Any specific requirements stated in the “offer of employment letter.”
- Safety for oneself and others is a primary responsibility of every employee.
- Perform related duties and responsibilities as required.
QUALIFICATIONS
Principles, Practices and Knowledge of:
- Modern office procedures, methods and computer equipment.
- Business letter writing, report preparation and records management practices.
- Principles and procedures of financial record keeping and budget tracking.
- Customer service principles and practices.
- English usage, spelling, grammar and punctuation.
- Office software including word processing, spreadsheets, databases and presentation software.
- Library operations and services.
- Records retention and confidentiality requirements.
Operational Skills and Core Competencies:
- Perform responsible administrative support work involving independent judgment and initiative.
- Prepare correspondence, reports and administrative documents.
- Maintain accurate records and files.
- Coordinate multiple projects and assignments simultaneously.
- Interpret and explain departmental policies and procedures.
- Operate modern office equipment and computer software.
- Communicate clearly and concisely, both orally and in writing.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Maintain confidentiality of personnel, financial and operational information.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that demonstrates the required qualifications for this position may be considered qualifying. A typical way to obtain the required qualifications would be:
Experience:
Three years of increasingly responsible administrative, secretarial, clerical, accounting or office management experience.
Education and Training:
High school diploma or GED required. Business, office administration, accounting or related coursework preferred. Associate degree in Business Administration, Office Management or a related field desirable.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Environmental Conditions:
Office and library environment utilizing computers and standard office equipment.
Functional Requirements:
Maintain functional capabilities necessary to perform assigned duties including:
- Sitting for prolonged periods of time.
- Operating assigned office equipment and computer systems.
- Occasional lifting and carrying of office supplies and materials.
- Reading, writing and interpreting administrative, financial and operational information.
- Observing and responding to customer service and workplace conditions.
- Exercising sound judgment and decision-making abilities.
LICENSE OR CERTIFICATE
Possession of, or ability to obtain, a valid driver's license required.
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