ALBANY COUNTY PUBLIC LIBRARY

ALBANY COUNTY PUBLIC LIBRARY FOUNDATION

ADMINISTRATIVE SPECIALIST

JOB DESCRIPTION

GENERAL STATEMENT OF DUTIES: The Administrative Specialistperforms administrative and secretarial tasks.

DISTINGUISHING FEATURES OF THE POSITION: The Administrative Specialistwill work 20 hours per week for the public library and 10 hours per week for the ACPL Foundation. The Administrative Specialist prepares packets for the library board and Foundation board,prepares items fornew and departing employees and provides administrative support. The Administrative Specialist works closely with the County Librarian, ACPL Foundation Executive Director, Library board, Foundation board, staff members, and outside agencies, reporting to the ACPL Foundation Executive Director and Administrative Services Manager.

EXAMPLES OF RESPONSIBILITIES:

  • Satisfies the routine clerical and secretarial needs of the County Librarian, Foundation Executive Director and ASM, including photocopying, filing, proofreading, and editing
  • Prepares, compiles and distributes board packets and prepares materials for public comment
  • Distributes evaluations,reports, policies, and minutes
  • Communicates for the County Librarian, Foundation Executive Director and the ASM: making phone calls, sending faxes, writing letters, sending email, confirming information
  • Creates and maintains lists and forms, including file subject headings,making sure all are branded, and distributes as needed
  • Assists in ensuring accurate information
  • Keeps administrative online files current
  • May take notes at meetings
  • Assembles and maintains new/departing employee packets andmaintainsemail accounts as needed
  • Posts new positions and closes out application files
  • Assists in maintaining the library policy manual in print and on the web
  • Orders and receives office supplies for the library and for the Foundation
  • Assists with safety documentation
  • Processes donor communication
  • Assists with event planning
  • Prepares and distributes mailings
  • May review bills and vouchers after the board meeting
  • Other duties depend on skills and interests of the successful applicant and library and Foundation requirements
  • Assists with inventory

EXAMPLES OF GENERAL RESPONSIBILITIES:

  • Knows and follows library and Foundation policy and procedures
  • Must be able to learn and meet the minimal computer competencies for staff email, phone, time sheet and calendarprograms and can operate and troubleshoot technology/software
  • Knows and follows safety procedures, pointing out problems and keeping equipment in satisfactory condition
  • Keeps informed on Library and Foundation issues: attends staff meetings
  • Keeps skills current and growing: attends required trainings, actively seeks opportunities to learn
  • Contributes to Library and Foundation decision-making
  • Works well with others, including patrons, volunteers, and fellow staff
  • Comfortable making phone calls to constituents
  • Is flexible, has a good sense of humor about the irritations of daily work life, and respects the feelings and needs of co- workers
  • Understands that change and evolving library procedures and duties are constants in library work
  • Is sensitive to patron and donor privacy and advocates for intellectual freedom and freedom of access issues
  • Assists with donor database as necessary
  • Is committed to public service values: is patient and helpful with all patrons and staff; values patron satisfaction above library rules
  • Is a good office citizen: submits timecard weekly, keeps work and break area clean, responds to emails and requests promptly, has a positive attitude
  • Expects to be photographed for publication in newsletters, Facebook, and the library’s web page
  • Other duties as assigned

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: Be responsible, discreet, organized, detail oriented, and good with follow through. Familiar with MS Office Suite, particularly Word and Excel. Interested in learning new skills.Problem solver. Able to operate and trouble shoot computers, photocopiers, printers, and recorders. Able to read and follow procedures, but likes working independently. Able to alphabetize, format documents and type/keyboard. Excellent communication skills. Competent proofreader. Must have a sense of humor and ability to work with a variety of people. Must be a flexible, effective time manager.Must be able to meet county driving requirements. Absolutely must be able to work flexible hours as needed.

DESIRABLE EXPERIENCE AND TRAINING: Familiar with web browsers, Adobe Acrobat (able to convert Word to PDF), and mail merges. Knowledge of governmental budgeting practices and library experience helpful.

PHYSICAL REQUIREMENTS: Minimal physical effort is required to perform duties under typical office conditions. The employee is frequently required to stand, walk, sit, speak, hear, and use hands to operate office equipment, lift 20 lbs., and reach with hands and arms. Vision requirements include the ability to read routine and complex documents and use a computer.

WAGE AND BENEFITS:

Position Classification: Specialist 1, Non-Exempt, Step 1

The position is probationary for six months and non-probationary afterwards. The salary for the part-time (30 hours per week) position is listed below.

Wage:$12.02/hour,30 hours/week (20 hours for the library, 10 hours for the Foundation)

Sick:72 hours a year up to a maximum of 180 hours

Vacation: 60 hours a year up to a maximum of 72 hoursthe first two years employed

Holidays:Easter, July 4, Thanksgiving and the Friday following, Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, for those normally scheduled to work on the days of the week on which these fall. The library is currently closed on Mondays.

Retirement:Wyoming Retirement System - Employee contributes 7% and employer 8.87%

Insurance:At 20 hours, 50% paid health insurance for employee only. At 30 hours, 100% paid health insurance for employee only.. Employee paid for coverage for spouse and/or family available. Employee paid dental and vision insurance is available. Pre-tax flexible spending account available. Worker’s compensation is available.

*A "day" is hours worked per week divided by five

**Staff members are not paid for unused sick time when they leave.

Mac HD:Users:cwhite:Desktop:NewJD.doc, 11/22/2018