Administrative Assistant III
Arizona State Library, Archives & Records COVID-19 Response
- Our number one goal is to keep the public and our employees safe
- The situation related to COVID-19 is rapidly developing, as is the response from this office and the state. Please check back regularly for updates
- We are committed to providing continuity of services while reducing exposure risks
- In-person trainings for ALL divisions are on hold until further notice. Divisions will hold trainings by webinar as needed.
- Department staff will attend community meetings virtually or by phone, when available.
- Services impacted:
- In-person Patent and Trademark Resource Center consultations
- In-person retrieval and immediate checkout of materials to patrons of Arizona Talking Book Library
- Walk-in reference service for Archives & the Research Library. Research & reference services are now offered by appointment only. Please contact us here to request an appointment.
- Ask a Question - online reference service
- Digital Arizona Library, including statewide electronic resources
- Records retention schedules assistance
- Arizona Talking Book Library requests and link to downloads
- Tools and resources for library staff
- Online continuing education for library staff
- Consulting for library staff on grants, electronic resources, digital inclusion efforts, Public Library Survey and all library services
- Communications channel for County Librarians
- E-rate Services offered online and by phone
- Arizona Capitol Museum Giftshop orders can still be placed online
- Arizona Capitol Museum collections can be viewed online through the Arizona Memory Project and Google Cultural Institute
- Arizona Capitol Museum staff can respond to email and phone call inquiries.
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Please refer to their website for accuracy and up-to-date details.
The Research Library Administrative Assistant has several primary functions: provide administrative support to the Research Library Administrator and Research Library staff; to assist with projects, special events and meetings; and to provide assistance in the Rosenbaum Reading Room.
Administrative support:
- Managing all aspects of employee travel in accordance with state policy
- Maintaining supplies, and ordering when necessary; coordinating surplus efforts as needed
- Assuring maintenance and upkeep of office equipment including printers and copiers
- Creating and managing purchase orders as requested
- Supporting a grant program by managing budgets, grant paperwork and files
- Coordinating with facilities to report maintenance, telephone or technology issues
- Managing Research Library physical and online files; following retention schedules
- Volunteer and Intern Administration (Receiving and reviewing applications, set-up interviews, prepare paperwork and facilitate start/end dates. Maintain Volgistics accounts and collect statistics)
Special events and projects:
- Serving as administrative support for meeting organization, preparation and facilitation including contacting participants, setting agendas and taking minutes
- Assisting with special events by arranging for facilities, catering, and registration
- Assist with moving and shelving library materials
Reading Room support:
- Managing cash box
- Greeting patrons and guiding them through the registration process; assisting with photo copies, microfilm use; determining patron needs and contacting appropriate staff; and answering the main telephone, providing basic information and directing calls to appropriate staff
This is a full-time position consisting of a 40-hour work week. This position requires a background check and a fingerprint card on file. The position requires the ability to lift up to 30 pounds.
Job Duties:
- Administrative Support:
- Manage travel, order supplies, create and manage purchase orders, track and maintain equipment, coordinate with facilities and IT for maintenance, technology or phone issues, managing physical and online files, monitor and assure compliance with retention schedules. Sort mail.
- Grant & Budget Tracking Support:
- Track and manage expenditures for grant projects. Work with staff to assure funds are expended appropriately and timely. Track patron, collection and usage statistics. Provide statistical reports.
- Reading Room and Collections Support:
- Follow procedures to check in patrons, answers phones and direct questions to appropriate staff. Manage cash register deposits. Provide collection support (for example, checking in subscription newspapers).
- Volunteer and Intern Administration:
- Receive and review applications, set-up interviews, prepare paperwork and facilitate start/end dates
- Maintain volgistics accounts and collect statistics.
- Assistance with projects, special events and meetings includes:
- Serve as administrative support for meeting organization, preparation and facilitation. Assisting with special events by arranging for facilities, catering, and registration.
- Other duties as assigned
Knowledge, Skills & Abilities (KSAs):
- Microsoft Suite products, including Word, Excel, PowerPoint
- Professional writing and oral communications
- Verbal and written communications.
- Identification of effective solutions to problems; discretion.
- Time management.
- Efficiency and organization.
- Lift 30 pounds.
Selective Preference(s):
Bachelor's Degree; familiarity with libraries
Pre-Employment Requirements:
Valid AZ Driver's License