Executive Assistant II - Library

City of Flagstaff•Flagstaff, AZ

1d•Onsite

About The Position

The Flagstaff City-Coconino County Public Library is seeking an Executive Assistant II to coordinate the Library Administration office and supervise an administrative team member. The role supports the Library Director and the library’s administrative operations, including developing, analyzing, and monitoring budgets for the City of Flagstaff libraries and the Coconino County Free Library District. It also supports strategic planning, policy development, and State Library reporting. The position provides high-level, confidential support to the Library Director, including research, project management, presentation preparation for City Council and the Board of Supervisors, scheduling, documentation and signature-file management, and travel arrangements. The Executive Assistant II also supports Library Managers, Supervisors, and other staff, coordinates administrative office operations, and assists with communications and responses to community concerns. The role requires a bachelor’s degree, professional budgeting and/or general accounting experience that includes administering or managing grant-funded budgets, and supervisory experience. Relevant education and experience may be substituted year for year, except the supervisory experience requirement cannot be substituted. The position must handle sensitive material confidentially and must possess, or obtain upon employment, a valid Arizona driver’s license. Regular attendance is an essential function. The annual salary is $57,345.60–$86,028.80, based on qualifications and experience. The position is based in Flagstaff, Arizona. The City describes its work environment as inclusive and positive and highlights the community’s outdoor recreation, scenery, and welcoming character.

Requirements

Bachelor’s degree.
Two years of professional budgeting and/or general accounting experience, including experience administering or managing grant-funded budgets.
Two years of supervisory experience; this requirement may not be substituted and is required at the time of hire.
Ability to handle sensitive material confidentially.
Must possess, or obtain upon employment, a valid Arizona driver’s license.
Regular attendance is an essential function of the job.
Relevant education and relevant experience may be substituted on a year-for-year basis, except for the supervisory experience requirement.

Nice To Haves

Master’s degree in Library Science, Business Administration, or a related field.
Two years of experience working in a library.
Two years of project management experience.
Experience with complex documentation, budgets, payroll, spreadsheets, statistical reporting, and work in a fast-paced, multitasking environment.

Responsibilities

Comply with financial reporting requirements for federal, state, and local entities.
Provide excellent customer service to internal and external customers.
Administer the library program, including scheduling employees, handling incidents, providing general guidance, and responding to emergencies and difficult situations.
Maintain and distribute community information as requested by the Library Director.
Take the lead on complex library issues.
Support and analyze library budgets, including personnel, operating budgets, the capital improvement program, Priority Based Budgeting, and budget management and reporting systems.
Prepare analytical and budgetary comparisons for presentation to staff, City Council, and the Board of Supervisors.
Assist with short- and long-range revenue and expenditure forecasts and forecast modeling.
Train and support staff in preparing, presenting, and monitoring the annual library budget.
Research and manage projects supporting implementation of the library strategic plan, goals, and objectives.
Provide executive-level support and project management assistance to Library Managers, Supervisors, and others.
Clarify the Library Director’s Work Plan, including details, timelines, and goals.
Analyze the completeness and accuracy of budget data prepared by district libraries.
Follow established accounting standards and City of Flagstaff and Coconino County deadlines.
Coordinate day-to-day Library Administration Office operations, including workload and section payroll management and responses to urgent matters.
Assist with Library Director responses to news and policy changes; monitor and research Work Plan items and prepare reports of findings and recommendations.
Help the Library Director draft responses to community concerns, needs, and questions.
Manage access to the Library Director while coordinating commitments, scheduling, documentation, signature files, and travel arrangements.
Coordinate ongoing communications among Flagstaff Library and Library District staff, supervisors, managers, and directors; review and distribute reports, coordinate communication, develop meeting agendas, and assist with work programs.
Perform other duties as assigned.

Benefits

Arizona State Retirement System membership with a mandatory contribution rate of approximately 12% and 100% match.
Deferred compensation options.
Up to 4% annual pay-for-performance increase.
Group health, dental, and vision insurance.
Flexible spending and health savings accounts.
13 paid holidays.
Vacation, sick leave, and personal leave.
Paid parental leave.
Bereavement leave and jury duty leave.
Life insurance, AD&D, short- and long-term disability, and voluntary life insurance.
First-time homebuyer assistance.
Qualified Public Student Loan Forgiveness.
Employer tuition assistance.
Employee clinic, telehealth, wellness program and incentives.
Tobacco cessation program.
Employer assistance program.
Employee recognition programs and awards.
Employee discounts, including Mountain Line Bus Eco Pass, Aquaplex, and recreation centers.