Closing Date: April 18, 2021 9:59pm Pacific Time

Job Summary

This Administrative Assistant supports the Sno-Isle Libraries Foundation and maintains donor records, acknowledgment, and recognition; coordinates Foundation events as assigned; prepares materials; maintains files and record minutes for Foundation Board of Directors; and coordinate volunteers. Performs a variety of support services and general clerical duties for one or more other departments to contribute to the effective operation of the Library District’s administration.

Essential Functions

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

1. Provide effective administrative and office support for library administration through a variety of general clerical tasks.
2. Provide support for staff recruitment and interview process.
3. Perform effective office administration such as creating and maintaining filing systems, maintaining multiple calendars and task follow-up systems to assure timely administrative actions, and developing office procedures and systems.
4. Edit and prepare a variety of documents including reports, presentations, spreadsheets, and correspondences.
5. Coordinate meeting planning such as preparation of agenda, transcribing meeting minutes, event set up, food arrangements, preparing meeting materials, and assisting with clean up.
6. Assist with tracking departmental budget expenses and coordinating purchasing.
7. Support department content management for the library web pages and Intranet.
8. Provide miscellaneous technical support for internal customers including computer software and telephone troubleshooting.
9. Assist with the development and implementation of new library guidelines and procedures to improve department functioning.
10. Perform receptionist and mailroom duties including cordial, helpful, and efficient telephone and in-person reception services.

Additional Duties and Responsibilities

1. Assist with the daily opening and/or closing of the library and securing of the Service Center building and its office equipment as needed.
2. Assist with travel arrangements for department staff as directed.
3. Train new staff as needed.
4. Attend meetings, trainings, and workshops as assigned.
5. Assist with special projects as required.
6. Perform other duties as assigned.

Supervision

This position reports to a department director. Supervision is not a regular part of this position.

Knowledge, Skills, and Abilities

1. Thorough knowledge of established office administration practices and procedures.
2. Knowledge of established library practices and procedures preferred.
3. Knowledge of or ability to learn PowerPoint, HTML, Publisher, and Adobe Acrobat required.
4. Strong customer service skills.
5. Strong organization and attention to detail.
6. Ability to communicate effectively with diverse audiences.
7. Ability to work independently and to set priorities as well as to maintain integrity of custody of library funds.
8. Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.
9. Ability to type 50 words per minute and to produce finished correspondence, documents, and reports using computer-based software applications.
10. Ability to operate relevant computer systems including hardware and software, such as Microsoft Office, electronic databases, email, and internet navigation in addition to other office equipment and security systems.

Education and Experience

1. High School diploma or G.E.D. required.
2. At least one year of related office administration experience required or equivalent combination of technical training and related experience.

Physical and Environmental Conditions

The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the incumbent must communicate with coworkers and members of the public and operate computers and office equipment for extended periods of time. The incumbent may occasionally move objects or materials weighing up to 25 pounds. The incumbent is required to remain at work stations for substantial periods of time.

The following supplemental questions will be asked during the application process:

1. What skills or qualities contribute to building positive internal and external customer relationships? Tell us about a recent customer interaction you had that utilized these skills.
2. Provide a specific example of your experience streamlining or otherwise increasing efficiencies and productivity.
3. Describe your computer and software skills. Be specific about the software you’ve used, your level of expertise, and the types of documents you’ve created with each application.
4. Provide an example of your experience with each of the following:
   • creating and maintaining effective filing systems.
   • creating and maintaining a calendar.
   • creating and maintaining a task tracking system.