Job Description
GENERAL PURPOSE
Reports to the Library Director. Provides high-level, confidential administrative support for the Library Director. ESSENTIAL DUTIES AND RESPONSIBILITIES
Administrative Support:
Facilitates the smooth operation of the administrative office. Serves as liaison to Board members; prepares Board documents; supports Board meetings; tracks member terms; and maintains Board policies. Provides administrative support to the Director, including committee and team support, preparing and processing correspondence and reports, updating policies and procedures, document production, and calendar management. Screens and directs callers and visitors. Opens, sorts, and distributes incoming correspondence and packages. Compiles and collates monthly statistical documents for the library system. Assists with planning and preparing agendas, minutes, and materials for staff and other meetings. Produces a variety of materials, including correspondence, reports, letters, memoranda, newsletters, and technical/procedural manuals. Makes copies and collates materials as needed. Coordinates appointments, meeting schedules, online manager calendar, and travel arrangements. Maintains a professional, business‑casual appearance. Human Resources Assistance:
Coordinates interview scheduling and supports the hiring process. Assists with the creation and distribution of library training materials. Maintains and tracks training records, including CEUs for library associates and librarians. Prepares new‑hire orientation forms and training packets. Maintains staff contact lists and emergency notification information. Maintains the library system organization chart and staff directory. Demonstrates regular and punctual attendance. Performs related duties as assigned. Office Management:
Prepares and submits vendor invoices. Monitors, inventories, and purchases office supplies as needed. Maintains a "tickler" file of routine and recurring responsibilities. Establishes and maintains records and filing systems. Files correspondence and documents in an organized and timely manner. Special Projects and System Support:
Completes special projects and other duties as assigned. Participates in meetings, committees, workgroups, outreach activities, and training opportunities. Provides writing, editing, and proofreading support for library promotional materials, documents, and projects. SUPERVISION RECEIVED
Works under the supervision of the Library Director. SUPERVISION EXERCISED
None. DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
High School diploma or GED plus some additional training and/or course work in business, public or office administration. At least 3 years of directly related experience performing administrative, clerical, or office support responsibilities in a professional office environment. Equivalent combinations of education, experience, certification and training may also be considered. Necessary Knowledge, Skills and Abilities:
Knowledge of:
Thorough knowledge of and experience with established office management and secretarial practices, policies and procedures. Knowledge of Director's and Library Board of Trustees' activities and related library policies and procedures. Proper public contact and telephone etiquette. Modern office procedures, methods and equipment including computers and associated equipment. Business letter writing and report preparation. Principles and procedures of record keeping. Ability to:
Tactfully respond to requests and inquiries from the public. Perform administrative work involving the use of independent judgment and personal initiative. Organize work for appropriate and timely completion. Compose, prepare and review a variety of correspondence and reports using Microsoft Word/Excel/Outlook. Establish and maintain basic and complex records, documents and files. Establish and maintain cooperative working relationships with those contacted in the course of work and to communicate effectively with the public and other required entities. Provide management with sound, positive advice and information concerning incumbent's area of responsibility. Comply with all City and departmental policies and procedures and meet attendance and punctuality guidelines. Skills:
Strong written and verbal communications skills. Strong spelling, grammar, punctuation, vocabulary, and basic business arithmetic skills. Strong public contact and customer service skills. SPECIAL REQUIREMENTS
Valid Florida driver's license. Required to complete a minimum of 20 CEUs annually in library services, customer service or related fields. TOOLS AND EQUIPMENT USED
Library computer system; calculator; copy and fax machine; phone; automobile; postage machine and scales. PHYSICAL REQUIRMENTS
Sufficient clarity of speech and hearing or other communication capabilities with/without reasonable accommodation to enable the employee to communicate effectively. Sufficient vision or other powers of observation to enable the employee to review a wide variety of materials. Sufficient manual dexterity, with or without reasonable accommodation, to enable the employee to operate a personal computer, telephone, and related equipment. WORKING CONDITIONS
Physical Demands:
Job involves considerable amount of movement and activity. Work routinely involves lifting or handling material weighing up to 25 lbs. Emotional Demands:
Some stress related to ensuring accuracy of work. Some pressure related to sustained periods of high-volume activity and multiple demands. Social Environnent:
Relatively quiet environment. Physical Environment:
Typical office/library environment. Some fluctuations in building temperature related to HVAC problems can cause uncomfortable period of heat or cold. Some periods of elevated noise levels. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
