Administrative Assistant - Operations Division

SLC Public Library•Salt Lake City, UT

2d•Onsite

About The Position

The Administrative Assistant is central to the Facilities Management and Information Technology departments, coordinating the daily operational and administrative activities for these key infrastructure areas. This position will provide assistance to managers, act as a liaison between managers and other parties, including vendors and monitors assigned programs or projects within the respective areas.

Requirements

A certificate or diploma in office administration or business, two years of experience and skill in an administrative or customer service role or an equivalent combination of education and experience which demonstrates the ability to perform the required tasks.
Demonstrated strong attention to detail to ensure highly accurate work.
Ability to read, write and understand the English language at a level necessary for efficient job performance.
Intermediate knowledge of operating a computer and programs.
Strong working knowledge of Google Workspace applications.
Strong interpersonal and communication skills including tact and diplomacy
Ability to work days, nights or weekends as scheduled.
If travel is required for library purposes must have transportation. If using personal vehicle must maintain state required insurance.

Nice To Haves

Spanish language and/or other non-English language skills.
Project management skills.
An understanding of state procurement processes.

Responsibilities

Customer Service and Communication. Fosters positive working relationships with staff, patrons, volunteers, and vendors.
Maintenance Coordination and Reporting. Evaluates issues and directs them to appropriate personnel for resolution. Monitors maintenance activities and projects to ensure timely completion and compliance with financial, legal, and administrative requirements. Assists in retrieving, compiling, and analysing data for monthly reports and other operational needs.
Administrative Support. Maintains calendars, schedules, files, and records in accordance with organizational and legal standards. Schedules meetings, prepares agendas, records minutes, and tracks task assignments. Performs a variety of clerical duties to support managers. Helps to organize, and participates in department meetings. Manages regular communication through email and collaboration tools. May deal with sensitive information therefore maintains a high degree of confidentiality.
Financial and Purchasing Support. Receives, reviews, and prepares invoices, quotes, and estimates for managerial approval. Assists with purchase card reconciliation and supports budget planning processes. With proper authorization, places orders for equipment and supplies, tracks purchases and shipments, and reports on order status.
General Responsibilities. Accepts and acts on assignments in a timely and professional manner. Performs additional duties as assigned to support departmental and organizational needs.
Other. May assist the Chief Operations Officer or other Operations managers. Occasionally supports or fills in for the Executive Administrative Assistants with events or meetings.