Executive Assistant II - Library
Job ID/Number:
181-23
Post Date:
Monday, December 11, 2023
Closing Date:
Monday, January 1, 2024
Institution Name:
Flagstaff City-Coconino County Public Library
Job Location:
Flagstaff, AZ
Please refer to their website for accuracy and up-to-date details.
Actively supports and upholds the City’s stated mission and values. Under direct supervision, employees of this classification provide highly responsible, complex, often confidential support ranging from administrative responsibilities to project management. An important aspect of the position is the responsibility of assisting the Library Director with Library District business.
ADMINISTRATIVE DUTIES
- Supervisory: This job has full responsibility for supervision at the program level for direct report Administrative employees (hires, directs, schedules, transfers, promotes, rewards, disciplines, and terminates).
- Budgetary: This job has partial delegated responsibility for the Flagstaff Library & Library District budget. This includes assisting with preparing, implementing, and monitoring the budget, overviewing and tracking program expenditures, and reviewing monthly financial reports.
- Strategic Planning: This job has partial responsibility for strategic planning including implementation and monitoring of the Library Director’s Work Plan and objectives as well as drafting strategic plan documents, strategic initiatives, and assisting with long-term planning efforts. This position serves as an active member of the Library Supervisor Team.
- Policies/Procedures: This position has partial responsibility for policies and procedures including policy development support and review, assistance with the development and implementation of procedures, reporting forms, and communication materials.
- Compliance: This job has partial responsibility for compliance including assisting the Library Director in complying with State and Federal laws, rules, and regulations, building regulations, and IGAs.
- Council Communications: This job has partial responsibility for Council communication at the program level including making presentations regarding a library area.
- Reporting: This job has partial responsibility for creating reports related to the Flagstaff libraries and Library District, analytical research, and State Library mandated reports.
EXAMPLES OF THE WORK PERFORMED (ILLUSTRATIVE ONLY)
- Provides excellent customer service to both internal and external customers.
- Provides a high level of support, performs research, and manager projects for the library director in implementing the Work Plan and Library goals and objectives.
- Provides executive level support and project management assistance to the Library Managers and others including understanding the Library Director’s Work Plan, details, timelines, and relationships.
- Coordinates the day-to-day operations of the Library Administration Office including managing workload, managing payroll for the Section, and responding to urgent matters. Assisting with Library Director’s responses to news or changing policy, monitoring and researching items on the Library Director’s Work Plan, and preparing reports of findings and recommendations.
- Assist the Library Director in drafting responses to community concerns, needs, and questions.
- Ensures access to the Library Director while managing her/his commitments including scheduling, managing documentation and signature files, and managing travel arrangements.
- Assist with ongoing communication to Flagstaff Library and Library District staff, supervisors, managers, and directors including reviewing and distribution reports, coordinating communication between all parties, developing meeting agendas, and assisting with developing work programs.
- Other duties as assigned.
MINIMUM REQUIREMENTS
- Bachelor’s Degree in Business, Technology, Accounting, or a related field.
- Two years of experience working in a public library.
- Three years of grant review or project management experience.
- Two years of supervisory experience.
- Or any combination of education, experience, and training equivalent to the above Minimum Requirements.
DESIRED EXPERIENCE AND TRAINING
Experience working with complex documentation, budgets, payroll, spreadsheets, statistical reporting, and in a fast-paced, multi-tasking environment.
OTHER REQUIREMENTS
- Ability to handle sensitive material in a confidential manner.
- Must possess, or obtain upon employment, a valid Arizona driver’s license.
- Regular attendance is an essential function of this job to ensure continuity.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (ILLUSTRATIVE ONLY)
- Language Skills: Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
- Mathematical Skills: Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, rations, and proportions to practical situations.
- Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.