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ADMINISTRATIVE SPECIALIST- Sonoma County Library

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    Posted: 29/Mar/2021 at 3:22pm

Sonoma County Library

Announces an Employment Opportunity

ADMINISTRATIVE SPECIALIST – LIBRARY COMMISSION

FULL-TIME 40 HOURS PER WEEK

 

Sonoma County Library is seeking a customer service-oriented individual with excellent project management skills, and solid communication, interpersonal relations, organizational, and problem solving skills to serve as the Administrative Specialist in support of the Library Commission and the Deputy Director.

 

THE POSITION

Supports operational activities of the Library Commission, and the Library Administration. Supports a broad range of management functions, including scheduling, minute-taking, electronic and print records maintenance, both internal and external communications, recruitment, and labor negotiations. Serves as liaison to the Library Commission.

 

TYPICAL TASKS include but are not limited to:

Provides ongoing support for the Library Commission

  • Ensures all activities comply with the Brown Act.
  • Coordinates preparation for and follow-up to meetings of the Library Commission, including the preparation and distribution of the Commission’s meeting packet.
  • Supports the Director’s role as Clerk to the Library Commission.
  • Coordinates Library Advisory Board (LAB) appointments, record-keeping, and public information.
  • Coordinates Commission and LAB communication (letters, emails, telephone etc.) for the Director and Deputy Director.
  • Develops and maintains a records management system for the Library.
  • Monitors the Commission’s projects and work plan and assists as needed.
  • Oversees the review schedule of library policies.
  • Prepares and distributes correspondence from the Commission.

Provides ongoing support for the Deputy Director

  • Provides administrative support to the Deputy Director, including preparing documents and correspondence, scheduling and making arrangements for meetings and appointments, and maintaining confidentiality of documents, records, communications, and information.
  • Maintains accurate administrative records and files.
  • Attends meetings of the Library Management Team and others, assists in the preparation of minutes.
  • Assists in planning and scheduling activities.
  • Compiles and reports operational statistics, including preparation of statistical reports to the Library

Commission and outside agencies.

  • Assists in the development and review of Library policies and procedures, including distribution and

ensuring ongoing availability in electronic and paper form.

  • May perform administrative and programmatic work in such areas as reporting, grants, purchasing,

database management, contract administration, management analysis, public information, and program evaluation.

  • Communicates orally, in writing, or through graphic representations and statistical summaries with

colleagues, managers, employees, the public, organized employee groups, and representatives of various organizations.

 

KNOWLEDGE AND ABILITIES

Knowledge of:

 

Principles, practices, and techniques of library management and the administrative coordination of library and information services; organization and function of public agencies, including the role of an elected Library Commission and appointed advisory boards, applicable laws, codes, regulations, policies, technical processes, and procedures related to public agency governance and operations such as the Brown Act and Public Records Act; research methods, search techniques, and internet resource identification including online catalogs and databases; principles, practices, and techniques of public relations, community outreach, and service promotion; project coordination and implementation procedures; modern office administrative and secretarial practices and procedures, including the use of standard office equipment; principles and practices of data collection and report preparation; techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Library staff.

 

Ability to:

Perform responsible administrative and management support work with accuracy and minimal supervision; develop well-defined goals, coordinate diverse functions, and effectively organize work to achieve objectives with attention to timeline and budget; actively participate in management team activities, contributing to deliberations, adding value to discussions as appropriate, offering support and assistance where needed, and keeping members informed of status of projects and relevant issues; prepare written communications, project documentation, reports, and presentations, organize, maintain, and update office database and records systems; analyze and resolve office administrative and procedural concerns and make process improvement changes to streamline procedures; use English effectively to communicate in person, over the telephone, and in writing; use  tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines; establish, maintain, and foster positive and effective working relationships with those contacted in the course of  work; maintain confidentiality of sensitive information; adjust to changing priorities; work to well-defined goals, coordinate diverse functions, and effectively organize work to achieve objectives; analyze situations and data and make sound decisions; maintain confidentiality of sensitive information; adjust to changing priorities; explain policies and procedures to patrons and staff; use initiative and independent judgment within established procedural guidelines; maintain accurate records and files; prepare clear and concise reports and other written material, including tables, charts, graphs, and presentations; use a range of hardware and software, including learning advanced skills and ability to create and maintain web resources; interact and communicate tactfully and professionally with a wide range of people; maintain confidentiality of sensitive information regarding business/financial operations, recruitment, and labor negotiations.

 

MINIMUM QUALIFICATIONS:

Education and Experience: Graduation from an accredited four-year college or university with major coursework in library science, education, business or public administration, finance, human resources, management, or a related field, and two (2) years of administrative experience, preferably in a library setting; possession of a valid California Driver’s License

 

SALARY RANGE:                $32.57/hour to $40.67/hour

 

CLOSING DATE:                  5:00 pm, Monday, April 19, 2021

 

APPLICATION PROCESS: Please go to https://www.calopps.org/sonoma-county-library

to apply. Applications must be complete and submitted by the final filing date in order to be considered.

Resumes will not substitute for a completed application.

 

The application process may contain one or more of the following steps: a supplemental application, written test(s), skills assessment(s), and/or oral examination(s).

 

EMPLOYMENT INFORMATION:

Employment offers will be contingent upon a successful pre-employment verification/criminal records clearance. Having a criminal record will not necessarily disqualify an applicant from employment.

 

RECRUITING PROTOCOL IN RESPONSE TO CORONAVIRUS COVID-19:

Pursuant to California Governor Newsom’s Executive Order N-29-20 issued on March 17, 2020, and all applicable COVID 19 Shelter in Place Orders issued by the Sonoma County Health Officer, the recruiting process including interviews, testing, etc. will be held via teleconference or online, if possible, unless changes occur in the state and/or county health order.

 

REQUEST FOR ACCOMMODATION: Sonoma County Library will make reasonable accommodations in the recruitment process to accommodate applicants with disabilities. If you are invited to participate in an examination or interview and have a disability for which you require an accommodation, please contact the Human Resources Department at (707) 545-0831 extension 1591 to make arrangements for your

accommodation. Requesting accommodations at least 3 working/business days before the scheduled event will help to ensure availability. For further information regarding disability accommodations provided by the Library and related matters, see the Library’s website at https://sonomalibrary.org/accessibility.

 

Sonoma County Library values diversity, empowerment, community, unity, kindness, connection, and equity. We are committed to diversity and inclusion in the recruiting and hiring of staff.

**************APPLY AT: https://www.calopps.org/sonoma-county-library/job-20100844

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