Administrative Assistant, Library
The Anacortes Public Library seeks an enthusiastic and creative person to join our eclectic team. In this position you will help library customers explore, discover, create, and collaborate. Public libraries provide dynamic resources in an ever changing environment, and your role will grow with the needs of the community.
Job Description
PRINCIPAL PURPOSE OF JOB: Performs secretarial, administrative and office support duties reporting directly to the Library Director; independently performs a variety of highly responsible and complex duties that have a wide impact, affect the library*s public image and/or are of a highly sensitive/confidential nature.
LEVEL OF AUTHORITY: Accountable for the efficient, effective and professional completion of all assigned tasks and to represent the Library in a professional manner. Performs duties based on established policies and procedures allowing for independent action commensurate with demonstrated ability. Errors in judgment could substantially impact the Library*s resources and public acceptance of programs, protection of patron confidentiality, personnel, and facilities.
WORK ENVIRONMENT: Work is performed in an office environment where frequent interruptions are often present. Some assignments require sitting for extended periods of time. Work is often performed under the stress associated with the need to meet inflexible deadlines.
ESSENTIAL JOB FUNCTIONS
1.Responsible to perform a wide variety of tasks required to provide complex secretarial, administrative and technical duties to support the Library Director's Office and the Library Board of Trustees.
2.Duties vary broadly and range from complex clerical tasks that follow standard procedures to making moderate administrative level decisions regarding departmental procedures and/or practices.
3.Maintain the Library accounts of receivables and expenses. This includes receiving orders for the purchasing of supplies, equipment, and library materials; obtaining approvals, placing orders, entering requisitions, and maintaining records and files of expenditures; and verifying invoices.
4.Manage library's passport acceptance service. Includes direct communication with the Seattle passport office and the library's passport agents, schedule annual training, prepare for and lead passport agent meetings, keep records and statistics, maintain current passport forms, answer phone inquiries about passport service, and serve as a passport application agent.
5.Represent the Library on a variety of City committees, including but not limited to Records Management, Safety, and Wellness.
6.Attend Library Board of Trustee Meetings.
7.Record proceedings and prepare minutes for approval.
8.Type, proofread, edit and otherwise assure accuracy and professional appearance and retention of documents, including correspondence, reports, statistical and budgetary documents, press release/City publications copy, and, minutes of meetings.
9.Answer telephones, greet customers in-person; resolve complaints. Respond to inquiries and/or concerns from library and department staff, community organizations, library patrons, volunteers, donors, and other relevant parties regarding departmental operations; relays decisions and information.
10.Establish and maintain effective working relationships with others; work cooperatively with others as a member of a service-oriented team.
11.Conducts and present executive level research at library director's request.
12.Update and maintain the library's signage. Assist in the design and production of brochures, posters, and/or other marketing materials.
13.Prepares presentations.
14.Manages and oversees some government social media for the Library.
15.Punctual, regular and reliable attendance is essential for successful job performance.
TYPICAL QUALIFICATIONS:
Knowledge/Skills/Abilities:
1.Principles, practices and procedures utilized in an administrative office.
2.Municipal organization and administration, applicable laws, codes, regulations, policies and procedures.
3.Advanced secretarial and office management practices and procedures; extensive knowledge of modern office practices, procedures and equipment, business English and letter writing, document preparation, spelling.
4.Basic bookkeeping, accounting and/or budgeting.
5.Principles and practices of providing quality customer service.
6.Word processing; complex computerized/manual administrative filing systems.
7.Independently plan and organize the work of an administrative/clerical support function in an executive office.
8.Perform responsible and difficult technical, administrative and secretarial work using independent judgment, initiative and discretion.
9.Learn, apply and accurately interpret ordinances, policies and procedures.
10.Independently prepare routine meeting minutes, correspondence and other documents.
11.Perform basic research, analyze data and information, and develop, evaluate and present recommendations.
12.Analyze complex office operating procedures and develop effective solutions or courses of action.
13.Use sound judgment in evaluating situations and making decisions on a variety of politically sensitive and confidential issues.
14.Accurately prepare meeting minutes.
15.Efficiently work from verbal and written instructions.
16.Provide clear, concise information to a variety of audiences, including library, city staff, vendors, and the public.
17.Maintain effective public relations and interact positively and effectively with diverse individuals, using tact, patience and courtesy.
18.Present a positive professional image to the public and other City Departments and provide customer service in a manner consistent with City philosophy.
19.Maintain strict confidentiality.
20.Effectively lead, train and/or direct the work of others.
21.Proficient with Microsoft Office Suite and ability to learn City specific computer applications.
22.Composition and typing of business correspondence and documents.
23.Operation of word processing equipment and automated information systems.
Experience/Education:
1.An associate's degree and five years of progressively responsible experience supporting management, or
2.A combination of experience and education that demonstrates expertise in the related areas.
Special Requirements:
1.A valid Washington State Driver's License.
2.Weekend work and attendance at evening meetings is occasionally required.
Working Conditions:
1.Work is performed in an office environment where noise and frequent interruptions are often present.
2.Some assignments require sitting for extended periods of time.
3.Work is often performed under the stress associated with the need to meet inflexible deadlines.
OTHER
1.Pursuant to the Child/Adult Abuse Information Act, RCW 43.43.830 through 43.43.845, background investigations will be conducted on all City of Anacortes Library prospective employees, volunteers, and docents who will or may have unsupervised access to children under sixteen years of age, developmentally disabled persons, or vulnerable adults. The background check is for initial employment decisions only.
2.As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products of any kind while on the job.
3.The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or provide relief, to equalize peak work periods or otherwise to balance the workload.
4.Following an offer of employment, and prior to starting work, individuals may be required to have a pre-employment physical examination by a physician designated by the City of Anacortes. The examination will be paid for the by the City. Satisfactory clearance to perform essential job functions will be required for employment.
Are you able to perform the essential function of this job, with or without accommodation? Yes