Full-Time Position Open
EXECUTIVE ASSISTANT- MAIN LIBRARY
(Grade D)

Basic Function:
Ensure that the public and the Library system are served efficiently through the Chief Executive Officer’s Office. Satisfy the administrative and clerical needs of the Chief Executive Officer, Chief Operating Officer, Director of Human Resources, Director of Facilities and Board of Library Trustees.

Distinguishing Features of the Class:
Provide tactical and strategic administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as tasks associated with the budget process, scheduling executive appointments and meetings, travel arrangements, calendar maintenance, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Handle complex responsibilities such as reviewing incoming memos, submissions, telephone calls, requests, and reports in order to determine their significance and to plan for their distribution and management.

Characteristic Duties and Responsibilities:
Complies with all Library work rules, procedures, and policies.
Maintains a safe work environment.
Transcribes and types correspondence, reports, memos, articles, brochures, schedules and other documents.
Effectively organizes, drives, and controls virtual and face-to-face meetings such that agenda and action items are clearly understood by participants, and meeting outcomes are productive.
Schedules appointments and makes reservations including booking rooms, equipment, and vehicles.
Arranges accommodations for CEO and COO’s out-of-town engagements.
Screens and responds to visitors, telephone calls, and incoming mail.
Reads and routes mail and assembles files, and other materials to facilitate replies.
Establishes and maintains internal office files.
Gathers, composes, and distributes statistical reports, and prepares regular narrative reports.
Prepares Library Board of Trustee reports and exhibits, including financial, statistical and text data.
Prepares, assembles, and inputs information for Board of Trustees meetings.
Maintains Board of Trustees schedules, correspondence files, and minutes of meetings.
Attends and takes minutes of Board of Trustees meetings.
Monitors Administrative Office and Maintenance budgets including entering requisitions, tracking expenditures and providing reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems.
Coordinates with Fiscal Office to develop and improve work processes.
Assists in HR employment activities including administering employment tests, corresponding with applicants and employees, and preparing or forwarding new hire/benefits materials, and other assistance with HR duties as needed
Assists with FMLA processing for Library staff.
Maintains required personnel files, including confidential medical records, EEO reports, PERS information, seniority lists and answers employee questions; manages human resource information systems.
Coordinates and oversees employee selection and hiring procedures, including preparing and placing advertisings, maintaining list of current openings, testing and screening applicants, and securing references, as needed.
Develops, updates and implements the personnel and administrative orientation process for all new employees.
Understands and applies program/project management methods and processes to define, plan, cost, resource, track, and ensure the accomplishment of targeted goals.
Actively seeks out opportunities to improve business and operational processes/procedures.
Demonstrates time management sensibilities when scheduling, allocating, and prioritizing commitments.
Approaches problems in a rational manner using sound strategies that ensure comprehensive understanding and effective resolution.
Ensures adherence to the Library records retention policy.
May attend meetings; participate on committees, present workshops and training.
May perform select duties of other staff in their absence.
May assist with payroll, purchasing, and other accounting processes.
Special projects as assigned.

Knowledge, Skills and Abilities:
Demonstrated ability to provide a high level of integrity and confidentiality.
Ability to prioritize, multi-task, and perform efficiently under time constraints.
Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision.
Demonstrated experience in problem-solving and maintaining a proactive and diplomatic demeanor in complex, ambiguous situations.
Ability to adapt to new and updated software and procedures.
Ability to demonstrate advanced computer skills, including the use of Microsoft Office suite.
Advanced project management skills.
Knowledge of meeting rules of order and protocol.
Ability to follow complex oral and written instruction and to identify exceptions.
Ability to demonstrate attention to detail and accuracy.
Knowledge of office equipment and the ability to perform minor equipment maintenance.
Knowledge of business mathematics and business English including spelling and grammar and the ability to proofread.
Ability to demonstrate courtesy, tact, and effectiveness in dealing with others.
Ability to interact with coworkers and patrons in a manner respectful of abilities, cultures, and diversity.

Education, Training and Experience:
Requires a bachelor's degree or equivalent and up to seven years of related experience or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Other: Full-time 38 hours a week. $23.28 an hour. Excellent benefits. Applicants are expected to work evenings and weekends.

Closing Date for Applications: Open until filled.

Job Type: Full-time

Pay: $23.28 - $29.10 per hour

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