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  • Administrative Specialist

Administrative Specialist

Arizona State Library, Archives & Records COVID-19 Response

What our office is doing

  • 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. 

Services that are available online or by phone

  • Ask a Question - online reference service
  • Digital Arizona Library, including statewide electronic resources
    • COVID-19 Resources for Arizona Libraries
    • Stay-at-Home Learning Tools
  • Records retention schedules assistance
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  • Consulting for library staff on grants, electronic resources, digital inclusion efforts, Public Library Survey and all library services
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  • 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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Post Date: 
Wednesday, May 25, 2022
Closing Date: 
Wednesday, June 15, 2022
Institution Name: 
Prescott Public Library
Job Location: 
Prescott
Job URL: 
Visit website for more Job & Application details

Please refer to their website for accuracy and up-to-date details.

Essential Duties:

  • Performs high level office support duties and provides specialized program support for the Prescott Public Library
  • Answers, screens, and directs incoming calls; gathers essential information and provides general assistance to callers/visitor; takes complaints; answers basic questions; and refers to others for resolution.
  • Greets and directs visitors.
  • Conducts research; prepares statistical reports and spreadsheets
  • Processes billings and related activities depending on department assignment.
  • Processes invoices, PCards, and credit card transactions.
  • Provides purchasing and payroll support.
  • Organizes record retention schedules.
  • Serves as primary contact for scheduling purposes; schedules appointments and maintains calendars; and schedules conference rooms.
  • Acts as the liaison for the Department as assigned.
  • Types drafts; proofreads edited copy; prepares various final documents including letters, reports, forms, work orders, service orders, requests for bids, requisitions, invoices and training materials; and copies and collates materials for distribution and/or storage.
  • Opens, sorts, and distributes mail.
  • Assists with budget monitoring.
  • Serves as the Department purchasing agent; submits account transfers; refunds deposits; orders supplies and equipment; and maintains inventory.
  • Arranges for the repair and servicing of office equipment.
  • Maintains various paper files; retrieves records, logs and files paper documents; assists with Public Record Requests; retrieves, revises, prints, and saves computer files; and prepares copies of documents as requested
  • Collects, stores, and maintains departmental safety records.
  • Maintains various computer files and databases; collects and tracks data.
  • Requests, collects and maintains departmental training records
  • Organizes paper and electronic files; manages record control, records retention schedules, and regulatory reports and records.
  • Provides payroll support; tracks/updates employee information; reviews employee time for accuracy; and answers basic employee questions about paychecks and policies.
  • Assists other employees with research needs or other tasks.
  • Responsible for maintenance, coordination for other library staff and programming for Support Services of digital signage through TruDigital.
  • Responsible for managing a complex meeting room schedule through software that requires patron application prior to requesting rooms.
  • Provides patrons with a great deal of technical support and training.
  • Responsible for daily collection and reconciliation of cash and credit payments, and weekly transmission to COP Finance Dept.
  • Responsible for managing a corporate Zoom account for virtual meeting room users and associated training of these users.
  • Responsible for maintaining increasingly complex and varied technology including Listen devices, projector/laptop, microphones, Zoom connectivity, and others available in meetings rooms. Training meeting room users to use equipment. Troubleshooting when problems arise.
  • Responsible for explaining complex library policy about meeting rooms in sometimes sensitive situations with community members and for-profit groups and organizations.
  • Shares responsibility with Support Services Manager for onboarding, training, and supervising new volunteers.
  • Shares responsibility with Support Services Manager for managing homebound patron requests and volunteer assignments. This often involves collecting and handling sensitive information with the requisite diplomacy.
  • Performs other duties as assigned.

Qualifications:

Education and/or Experience:

Three (3) years of full-time administrative work experience, including customer service in an office environment and proficiency in computer programs utilizing Windows computer applications; or any equivalent combination of education, experience and training which provides the knowledge and abilities necessary to perform the essential functions of the position.

Licensing, Certification, and Other Requirements:

Possess a valid Arizona driver's license.

 

Knowledge, Skill and Abilities:

  • Knowledge of public relations/customer service principles, practices, and techniques.
  • Knowledge of a variety of computer software for word processing, databases, financial systems, and spreadsheet applications, including Microsoft Office products for Windows and Adobe PDF.
  • Knowledge of modern office methods, practices, procedures, and proper phone etiquette.
  • Knowledge of principles and techniques of record keeping and filing.
  • Knowledge of accounting and/or business practices and methods.
  • Knowledge of the City's governmental organization, policies, and procedures
  • Knowledge of rules and regulations related to assigned functions.
  • Knowledge of occupational hazards and safety precautions.
  • Skill in using a variety of computer software for assigned department, such as word processing, database, spreadsheet, and meeting applications, preferably Microsoft Office products for windows: Word, Excel, Power Point, Access, Outlook, and Lucity.
  • Skill in using a variety of office equipment including computers, phones, 10-key and/or calculators, printers, copiers, scanners, etc.
  • Skill in typing, word-processing; preparing and maintaining accurate records, reports, and files.
  • Skill in organizing.
  • Skill in communicating, both verbally and in writing.
  • Skill in applying math to assigned functions.
  • Skill in utilizing public relations techniques in responding to inquiries and complaints.
  • Skill in preparing presentation materials.
  • Skill in handling and prioritizing multiple projects.
  • Ability to maintain confidentiality of records and information.
  • Ability to type at least 50 words per minute (wpm).
  • Ability to establish and maintain effective working relationships with City residents, department heads, employees, elected officials, business and professional groups, and the general public.
  • Ability to understand and follow oral and written directions.
  • Ability to operate personal computers and operate two-way radios.
  • Ability to respond to public/employee inquiries, complaints, and emergencies in a professional and pleasant manner.
  • Ability to format and make computations and tabulations with speed and accuracy.
  • Physical Demands And Working Conditions:
  • Work is performed in a normal, but fast paced, City office environment.
  • Safely operates a City vehicle and variety of standard office equipment including a computer terminal, telephone, two-way radio, 10-key calculator, copier, and fax machine requiring continuous and repetitive arm, hand, and eye movement.
  • Clearly, concisely, and effectively communicates both in person and over the telephone.
  • Possesses physical and visual abilities sufficient to effectively and safely perform required duties.
  • Safely lifts 50 pounds without assistance; performs repetitive bending, twisting, and walking.
  • Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.

Successful candidate will receive a post-offer, pre-employment background screening to include:

  • Drug screening
  • Motor vehicle records check
  • Criminal background screening

 

Jobline

Jobline Information

Due to a high volume of job duties, Election duties, and amount of jobline requests, the jobline postings may be delayed. Sorry for the inconvenience and thank you for your patience.

About Jobline

Jobline lists available library and information science positions in Arizona libraries, archives, museums and records management.

Post a Job

To post a job on Jobline, please send the job information (a link/URL, is preferred, to where the job is posted online for your institution) to the Webmaster. Standard .txt file or Microsoft .doc/x if including an attachment. If there are more than one jobline requests, please consolidate jobs into one email. Default closing date is 3 weeks.

There is no cost to post.

Please allow at least 3 business days for jobs to be posted.

Repost

If the job has been listed previously, please indicate the job ID used when you received a job confirmation email.
Sample: azlibrary.gov/jobline/job/1234
Or reply to the confirmation email.

Disclaimer

The Arizona State Library is not responsible for the content or accuracy of the postings and does not conduct any inquiries or monitor the listings.

 

 

 

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