Extra-Help Administrative Specialist

Sonoma County Library•Rohnert Park, CA

2d•Onsite

About The Position

Sonoma County Library is seeking a detail-oriented and collaborative Extra-Help Administrative Specialist to join their team at Sonoma County Library Headquarters. This non-benefited position will provide administrative support to the Executive Services Division and Fund Development Department. The role involves a variety of clerical and administrative duties, including data entry, project tracking, email correspondence, report preparation, filing, research, and analysis. Support for the Fund Development team includes donor acknowledgments and event mailings. The position will also assist in the preparation, execution, and staffing of Board meetings and donor events. This is a temporary position, not to exceed 960 hours in one fiscal year.

Requirements

Four years of administrative experience combined with two years of college coursework in library science, education, business/public administration, finance, human resources, management, or a related field; or any combination of technical training, education, and/or experience which would provide the necessary knowledge and abilities.
Knowledge of principles and practices of library administration management and government.
Knowledge of basic principles, practices, and procedures of funding sources and grant funds disbursement.
Knowledge of project and/or program coordination, research processes, and report preparation techniques.
Knowledge of municipal programs such as, but not limited to, purchasing, finance, budgeting, and other related governmental programs.
Knowledge of organizational practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.
Knowledge of basic principles and practices of public administration as applied to library and program administration.
Knowledge of basic principles and practices of fund accounting and public agency budgeting.
Knowledge of research and reporting methods, techniques, and procedures.
Knowledge of sources of information related to a broad range of library programs, services, and administration.
Knowledge of applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
Knowledge of public relations techniques.
Knowledge of principles and practices of contract administration and evaluation and budget tracking.
Knowledge of recent and on-going developments, current literature, and sources of information related to the operations of the assigned program or department.
Knowledge of record keeping principles and procedures.
Knowledge of modern office practices, methods, computer equipment and applications related to the work.
Knowledge of English usage, grammar, spelling, vocabulary, and punctuation.
Knowledge of techniques for effectively representing the library in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
Knowledge of techniques for providing a high level of customer service by effectively dealing with library users, vendors, contractors, and library staff.
Ability to assist in the development of goals, objectives, policies, procedures, and work standards for the department.
Ability to coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.
Ability to perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
Ability to plan, organize, and carry out assignments from management staff with minimal direction.
Ability to conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
Ability to analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
Ability to evaluate and develop improvements in operations, procedures, policies, or methods.
Ability to research, analyze, and evaluate new service delivery methods, procedures, and techniques.
Ability to prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
Ability to interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.
Ability to establish and maintain a variety of filing, record keeping, and tracking systems.
Ability to organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Ability to operate and maintain modern office equipment, including computer equipment and specialized software applications programs.
Ability to use English effectively to communicate in person, over the telephone, and in writing.
Ability to use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Ability to establish and maintain working relationships with those contacted in the course of work.

Nice To Haves

May provide training and work direction to support staff, contractors, and/or volunteers.
May serve as back up for the Assistant to the Library Commission.
May reconcile timesheets for extra help staff.
May operate other department-specific equipment.

Responsibilities

Performs a variety of paraprofessional administrative and specialized program support duties of considerable complexity requiring thorough knowledge of the assigned program or department, its procedures, and operational details.
Provides administrative support to management, departmental staff, and professional library staff.
Performs research on a wide variety of special and ongoing projects.
Composes and prepares correspondence, reports, and presentations using considerable judgment in content and style.
Plans, organizes, and coordinates program activities.
Provides assistance for a wide variety of assignments related to the administration of grants, personnel, accounts/budgets, contracts, research projects, and department programs.
Assists Executive Services by performing a variety of clerical and administrative duties, including data entry, project creation, tracking and maintenance, email correspondence, report/survey preparation, filing, research, and analysis.
Provides administrative support to the Fund Development team by assisting with a variety of tasks including data entry, donor acknowledgement, and event invitation mailings (print and electronic).
Assists in the preparation, execution, and staffing of Board meetings and donor events.
Manages calendars, participates in meetings and presents data to assist managers in making operational and administrative decisions.
Schedules and/or coordinates program and departmental activities and meetings, including preparing agendas and informational packets, arranging for necessary room set-up and materials, taking minutes, assigning action items, and maintaining calendars.
May evaluate staff schedule assignments and coordinate scheduling to ensure efficient branch operations.
May serve as back up for the Assistant to the Library Commission.
May reconcile timesheets for extra help staff.
Assists or administers assigned department projects and/or programs as assigned by management staff.
Provides assistance to department staff in various research and department-related projects.
Monitors and follows up on project status.
Confers with management professionals and others in order to gather necessary information to assist in the preparation and submission of narrative and statistical reports and resulting recommendations.
Trains or orients staff and others in assigned areas in program activities, and in the use of documents, data, or library automated systems.
Researches and corrects problems.
Tracks expenditures and monitors program and/or department budgets.
Reviews and submits invoices.
Participates in and coordinates purchasing for the program and/or department.
Assists in reviewing and monitoring federal, state, and other grant programs.
Assists in preparing or coordinating applications for such grants.
Assists in the bidding and contracting process including contract review and monitoring activities.
Organizes and carries out administrative assignments.
Researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area.
Checks and tabulates standard mathematical or statistical data.
Prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer.
Inputs and retrieves data and text using a computer terminal.
Checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
Prepares and processes reports, forms, and grant applications.
Creates records, requests for payments, purchase orders, invoices, contracts, and agreements.
Develops and implements filing, indexing, tracking, and record-keeping systems.
Researches records within areas of assigned responsibility to prepare reports and provides follow-up information to library user and staff inquiries.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures.
Applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Monitors and orders office and other related supplies.
Prepares, processes, and tracks purchase requisitions for services and materials.
Receives vendor invoices.
Prepares request for payment for department head approval.
Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities.
Coordinates and integrates services and activities with other library departments, programs, and outside agencies.
Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment.
May operate other department-specific equipment.
Assists in various aspects of general administrative processes such as purchasing, facilities, operations, office automation, safety, personnel, customer service, and public information.
Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, library users, organized employee groups, and representatives of various organizations.
Performs other duties as assigned.