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Administrative Assistant


Reports to: Administrative Manager or Branch Manager

Salary Track: C

FLSA Status:  Non-Exempt

Rate:

SUMMARY:

Performs a variety of secretarial duties and routine administrative tasks in the District's administrative offices or in a regional branch library. Provides the principal secretarial support in the department. Works independently receiving a minimal amount of detailed supervision and referring complex matters to manager.

ESSENTIAL JOB FUNCTIONS:

  1. Screens telephone calls and incoming correspondence responding to routine information requests.

  2. Composes correspondence about administrative/branch matters or about general office policies for supervisor's approval, reviewing all correspondence for accuracy.

  3. Assists with general receptionist responsibilities including answering telephones, greeting visitors, distributing mail, receiving UPS and other deliveries, and filling supply requisitions.

  4. Prepares statistical reports using spreadsheet software.

  5. Copies and collates packets for District events and staff training/events at branches or within departments.

  6. Generates and maintains mailing lists, employee records, and/or vendor lists using database software.

  7. Maintain and order supplies for specific branch or department.

GENERAL JOB FUNCTIONS:

  1. Arranges meetings or conferences and assembles materials as directed.

  2. Attends meetings and records proceedings.

  3. Performs special projects as need for the branch or the District.

EQUIPMENT NEEDED:

Must be able to operate a personal computer, including word processing, spreadsheet, database, as well as email and Internet searching; calculator; copier; fax machine, postage meter, and telephone system.

EDUCATION AND EXPERIENCE:

Must have strong verbal, writing and organizational skills, ability to work independently, and have knowledge of the public library system. Two years of secretarial experience including word processing, database, and spreadsheet applications required. Must have a high school diploma or GED; prefer completion of secretarial school or 2-4 years of college.