Administrative Specialist - Library - Flagstaff

Actively supports and upholds the City’s stated mission and values.  The Administrative Support Series is a broad band series where incumbents are responsible for performing a wide variety of tasks.  Duties range from the most routine and repetitive to the most complex of administrative support tasks requiring incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.

This is the second band in a two-level administrative support series. The Administrative Assistant is distinguished from the Administrative Specialist in that the Assistant is responsible for routine and defined tasks and basic knowledge of the work unit.  The Administrative Specialist is responsible for a broader range of duties with more flexibility in making decisions and carrying out tasks (within prescribed procedures) for all functions within the work unit.

There are three zones within the broad band.  The incumbent will have the opportunity to advance through the zones based on performance and value added to the organization.

This position is FLSA non-exempt.

EXAMPLES OF THE WORK PERFORMED (These are a representative sample of entry level duties; position assignments vary as the incumbent progresses through zones in the band.)

• Assists with overseeing building maintenance issues.
• May be responsible for overseeing janitorial duties.
• May be responsible for monitoring and maintaining janitorial supplies and other operating supplies.
• Assists with maintaining office and other library equipment.
• May be responsible for collecting, reconciling, and depositing incoming money.
• Responsible for processing library accounts payables and maintaining financial records, such as, for grants and equity funds.
• Assists libraries with purchases and spending; works with vendors on securing quotes.
• Serves as lead to staff to include assigning and monitoring work and providing direction.
• Provides technical customer service support to other departments, staff, and the general public.
• Creates and maintains various confidential records, files, and databases requiring compilation of varied information.
• Prepares letters and reports from rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
• Maintains and is responsible for all filing and purging of materials relating to the department or division.
• May be responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, budget preparation, labor distribution reports, or any other procedural forms and requisitions required by other departments or divisions.
• Answers written and oral inquiries of a routine nature.
• May be required to take minutes of commission or board meetings and prepare the minutes in official form.
• May be responsible for monthly production reports, statistical reports, or other regularly scheduled reports.
• May be responsible for coordinating travel arrangements.
• Provides secretarial and clerical support to administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence; attending meetings and taking minutes; and answering the telephone.
• Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and the general public.
• Files documents alphabetically, numerically, or by other prescribed methods.
• Processes a variety of forms and paperwork, using established procedures.
• Types, data enters, or word-processes a variety of technical documents; compiles data and prepares reports.
• Assembles and compiles a variety of data from office records for incorporation into reports; prepares various reports.
• Monitors and maintains office supplies, business forms, and/or application forms.
• Performs other duties of a similar nature or level.
• Provides excellent customer service to both internal and external customers.
• Regular attendance is an essential function of this job to ensure continuity.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Skills (position requirements at entry):

• Using computers and software application programs.
• Filing.
• Typing accurately at an acceptable rate of speed.
• Providing customer service.
• Preparing a variety of reports.
• Prioritizing work and performing multiple tasks.
• Maintaining various databases.
• Maintaining various records and files.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
• Maintaining various confidential records.
• Assigning and monitoring work.

Knowledge (position requirements at entry):

• Basic filing and recordkeeping principles.
• Modern office procedures.
• Customer service principles.
• Inventory maintenance principles.
• Basic math.
• Spelling and grammar principles.
• Database management principles.
• Leadership principles.
• Basic accounting principles.

MINIMUM QUALIFICATIONS (positions in this class typically require):

• High School Diploma, or General Equivalency Diploma, and three years of progressively responsible office experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

OTHER REQUIREMENTS

• Proficient in use of 10 key adding machines.
• Expertise in using Excel.
• This is a physically active position. The ability to lift a minimum of 40 pounds is required.
• Must possess, or obtain upon employment, a valid Arizona driver’s license.

DESIRED EXPERIENCE AND TRAINING

Experience with Naviline preferred

Note:  The above job description is intended to represent only the key areas of responsibility; specific position assignments will vary depending on the business needs of the department.

Pre-employment Physical Requirements:

Fingerprints

Qualifications

• Proficient in use of 10 key adding machines. • Expertise in using Excel.