Administrative Assistant to the Chief Public Services Officer

About the Position:

As an Administrative Assistant you will provide support to the Chief Public Services Officer (CPSO) and their team which includes Public Services Administration and the larger Collection Services and Public Services departments.

Position Schedule

Monday – Friday 8:00am-5:00pm (some flexibility needed)

What You’ll Do:

• Performs diverse assignments including tasks of a confidential and/or complex nature often requiring advanced administrative skills. 
• Establishes and maintains a comprehensive record-keeping system and office procedures, including budget management, along with creating, compiling and updating job specific Standard Operating Procedures.
• Supports the daily, weekly and annual schedule of members of the departments to accommodate internal and external appointments. Responsible for updating and rearranging appointments as needed.
• Prepares documents as needed for the departments. 
• Provides preliminary contact with general public and office visitors; screens calls and visitors for the department employees.
• Coordinates all logistical details of internal and external meetings; gathers information and assists in agenda preparation; and contacts meeting participants.
• Actively participates in regular meetings with the administrative assistant team for the purpose of information sharing and project coordination between departments.
• Independently prepares and responds to general correspondence of a routine nature. As appropriate, forwards requests for information to other staff members. 
• Schedules conferences, meetings and appointments, and makes business travel arrangements for members of the department’s staff, as assigned. Completes all travel financial reports.
• Oversees the work of volunteers and interns in the department. 
• Processes Executive’s, Directors’ and Managers’ purchase requisitions, budget transfers, check requests and invoices, as requested. Reconciles departments’ procurement card purchases.
• Assists with the departments’ annual budget preparation and monitors the budget through the year.
• Manages the departments’ supplies and office equipment.
• Maintains paper and digital records/files for the respective department.
• Manages the Public Services Managers’ monthly meetings and weekly check-ins: proposing annual schedule, securing location, compiling meeting materials, creating and distributing agenda, taking minutes, and cleaning up.
• Manages escalated incoming customer calls with excellent customer service skills and directs as appropriate. 
• Interacts on a regular basis with Library staff, community officials, customers and the general public with business-like decorum.
• Utilizes computer applications and Library equipment, maintains current knowledge of system wide and location specific technology, procedures, processes, policies and operations. Utilizes email, voicemail and other Library technology to maintain open channels of communication and effectively support the unit. 
• Performs additional duties as assigned including special projects, serving on task forces, committees, etc.

Minimum Qualifications:

• High School Diploma or GED required.
• 3-5 years’ increasingly responsible experience in an Administrative Assistant position or similar experience required.
• Advanced skill level in Microsoft Office applications, intranet and internet usage. (Three Microsoft Office Specialist certifications required to be acquired within first three years of employment.)
• Ability to use library technology systems including personal computer, software programs (i.e., word processing, electronic spreadsheets, databases, presentation and budgeting software) and other job related equipment. Awareness and proficiency in digital filing systems is highly desirable.
• Notary Public commission. (If not commissioned at time of employment, commission must be completed within six-month period depending on the department).
• Ability to maintain confidentiality and use appropriate judgment in handling information and records.
• Ability to manage multiple tasks and assignments and to anticipate needs of the Executive and Directors.
• Ability to establish and maintain a comprehensive record-keeping system and office procedures.
• Ability to resolve moderately complex problems.
• Ability to express self effectively and concisely, both orally and in writing.
• Ability to tactfully and effectively deal with public, staff and customers.
• Ability to work independently with general direction.
• Ability to utilize reliable transportation to promptly report to job assignment and other locations, per job requirements.

Working Conditions and Physical Demands

The work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, and residences or commercial vehicles (e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, and/or working in moderate outdoor weather conditions).

Work requires minimal demand for physical effort.