Administrative Assistant I - Library

City of Southfield, MI•Southfield, MI

43d

About The Position

Gathers, inputs and edits data for Library Budget Gathers, inputs and edits data for Capital Improvement Project Gathers, inputs and edits data for annual State Aid Library Report Prepares correspondence for Library Administration Communicates with all levels of staff, vendors, city officials, stakeholders, and the public Prepares special reports and agendas for meetings, and assists Library Board Maintains office files and personnel action forms Oversees supplies for all Library operations, including PPE Coordinates requests for building repairs with Facilities and outside vendors Serves as backup for payroll entry and changes Creates and maintains schedules for administration staff, including Library Attendants Serves on Library Committees Associates Degree or commensurate experience, supplemented with business/secretarial coursework or training preferred. Minimum of five (5) years secretarial and office coordination experience performing complex and detailed administrative and legal secretarial work. Demonstrated proficiency in the use of personal computers, the Microsoft Office Suite software applications - Word, Excel, Power Point, and Access; and the Eden System. Demonstrated dependability and reliability; good judgment; excellent oral and written communication skills. Ability to interact effectively with the public, Elected Officials, the business community, city staff and administration. Must pass the applicable Secretarial skills battery test which may include: typing/keyboarding, proofreading, business math, filing, spreadsheets and database management applications. The selection process will include a review of the applicant's experience for posted requirements, a criminal history check, and an oral board interview. Each step of the process must be passed before the applicant will be moved to the next step. Applicants will be invited to further participate in the selection process based on the nature and extent of their related experience. Applicants who meet the minimum requirements will be notified by email to attend the oral board interview. Applicants must maintain all minimum requirements and certifications while waiting for consideration for employment. Names of the successful candidates will remain eligible for consideration for nine months from placement on the eligibility list. This announcement is only a summary of the position, its duties, job requirements, and compensation. Further information is available from the Human Resources Department.

Requirements

Associates Degree or commensurate experience, supplemented with business/secretarial coursework or training preferred.
Minimum of five (5) years secretarial and office coordination experience performing complex and detailed administrative and legal secretarial work.
Demonstrated proficiency in the use of personal computers, the Microsoft Office Suite software applications - Word, Excel, Power Point, and Access; and the Eden System.
Demonstrated dependability and reliability; good judgment; excellent oral and written communication skills.
Ability to interact effectively with the public, Elected Officials, the business community, city staff and administration.
Must pass the applicable Secretarial skills battery test which may include: typing/keyboarding, proofreading, business math, filing, spreadsheets and database management applications.

Responsibilities

Gathers, inputs and edits data for Library Budget
Gathers, inputs and edits data for Capital Improvement Project
Gathers, inputs and edits data for annual State Aid Library Report
Prepares correspondence for Library Administration
Communicates with all levels of staff, vendors, city officials, stakeholders, and the public
Prepares special reports and agendas for meetings, and assists Library Board
Maintains office files and personnel action forms
Oversees supplies for all Library operations, including PPE
Coordinates requests for building repairs with Facilities and outside vendors
Serves as backup for payroll entry and changes
Creates and maintains schedules for administration staff, including Library Attendants
Serves on Library Committees