Administrative Assistant

Are you passionate about the transformative power of libraries?

DEPARTMENT: Administration GRADE: 103 FLSA: Non-Exempt FTE: 1.0

POSITION DESCRIPTION: Performs daily operation activities related to Administration. Assists with business office and administrative tasks for the Foundation including donor management and clerical functions. Assists Development Director with coordinating fundraising activities.

SUPERVISION RECEIVED: Works under the direct supervision of the Executive Director.

SUPERVISION EXERCISED: None

BENEFITS:

This full-time position includes a full benefits package including health, dental, vision, life, AD&D, and supplemental insurance coverages as well as HRA and retirement savings. Benefits include vacation and sick leave, and 13 paid holidays.

SALARY RANGE:

$19.07-$23.36

ESSENTIAL FUNCTIONS:

Works 40 hours per week.

Ability to arrive at locations throughout Mesa County to successfully fulfill job expectations. Locations include, but are not limited to, library branches and external locations for outreach, programs, and classes

Board of Trustees Support

• Coordinate monthly board meetings and committee meetings, preparing agendas and board packets, recording meetings and transcribing minutes.
• Maintain library and board records per the State’s retention schedule.
• Have a thorough understanding of the entire board process flow and policies.
• Understand and ensure adherence to meeting procedures as they apply to Colorado Sunshine Law, Robert’s Rules of Order, and MCL Board of Trustees Bylaws.
• Coordinate board meals for meetings.

Administration Support

• Perform a broad range of administrative tasks for the Executive Director including but not limited to scheduling meetings and making travel arrangements.
• Exercise frequent independent judgment within agreed-upon limits.
• Coordinate coverage with the Business Office staff to receive and disburse shipments and daily mail, including coordination with staff on Interlibrary Loan packages.
• Collect and post minutes of all-staff meetings and other meetings as needed. Occasionally responsible for taking notes at meetings.
• Help coordinate library events including parties, trainings and meetings.
• Stock, inventory, maintain, and monitor the Library supplies.

Development Support

• Coordinate monthly Foundation board meetings, record and transcribe minutes, assist in preparation of agenda and board packets.
• Have a thorough understanding of the total Foundation meeting process flow and policies.
• Understand and ensure adherence to meeting procedures as they apply to Colorado Sunshine Law, Robert's Rules of Order, and the MCLF Bylaws.
• Assist in the preparation and execution of fundraising events and activities. Preparations could include scheduling and coordinating publicity, volunteers, invitations, venue, food and entertainment.

SECONDARY FUNCTIONS:

• Proofread and edit documents and grants for the Administrative Team, as requested.
• Update procedures related to job annually.
• Attends monthly staff meetings and training; attends external trainings as requested.
• Performs additional duties as opportunities arise that assist the department and the Library in achieving specified goals and objectives.
• Support on minor, basic technology questions.
• Communicates clearly in-person and via email and other electronic tools consistently and in a timely manner. Works with others to complete assignments.
• Stays informed on developments of Mesa County Libraries services and trends.
• Stays aware of changes via email and staff wiki.
• May participate in and contribute to library committees and activities.

EXECUTIVE SUPPORT COORDINATOR COMPETENCIES

• Customer Service
• Communication
• Dependability
• Planning
• Problem Solving/Analysis

LIBRARY CORE COMPETENCIES

• Customer Focus
• Adaptability/Flexibility
• Initiative
• Organizational Savvy
• Teamwork

KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:

Intermediate level Google Suite, Microsoft Office Suite, Adobe Acrobat, Internet, email and mobile devices. Demonstrated knowledge of database management and financial software used in fundraising, e.g. NEON; MS Office

Advanced writing, grammar, and punctuation skills.

Ability to maintain a valid Colorado driver’s license, preferred 

Ability to recognize, initiate, and lead improvement activities. Requires considerable judgment, tact, discretion, and initiative. Enjoyment of detail-focused tasks and projects.

Knowledge of computer applications related to business administration; Internet and electronic mail. Knowledge of standard office practices and procedures.

Knowledge of applicable laws, codes and regulations.

Ability to access, input, and retrieve information from a computer.

Ability to operate a variety of library equipment in a safe and effective manner. Ability to effectively use all office technology available.

PHYSICAL REQUIREMENTS:

Ability to maneuver about the library in a timely fashion.

Ability to infrequently lift and carry up to 25 pounds with occasional standing, reaching stooping, bending, and climbing onto a step stool or ladder.

Ability to read a minimum print size equal to 10 point Times New Roman font. Ability to understand and apply oral, written, illustrated or demonstrated instructions Ability to sustain posture in a seated position for prolonged periods of time.

WORKING CONDITIONS:

High traffic area, subject to many interruptions.

REQUIRED EDUCATION AND EXPERIENCE:

Education or training associated with the completion of a four-year degree in college, vocational or technical school courses of study related to the area of assignment, or four (4) years' previous administrative experience, or an equivalent combination of education and experience.

Experience with Google Suite and Microsoft Word required.

SCHEDULE:

Unpaid meal break of at least 1/2 hour per shift to be taken for each 5 hours scheduled. Typical schedule is Monday-Friday. Must be able to work flexible hours when fundraising events or Board meetings fall outside of regular business hours as some evening and weekend hours will be required.

PROCEDURE:

Upload a cover letter and current resume. Applications received prior to Thursday, February 26 at 5:00 p.m. will be considered.

Mesa County Public Library District is an Equal Employment Opportunity Employer and participates in E-Verify. For more information about E-verify, please visit this link: http://www.uscis.gov/e-verify/what-is-e-verify