LIBRARY EXECUTIVE ASSISTANT

CITY OF LAKE WALES•Lake Wales, FL

12d•$17 - $21•Onsite

About The Position

Reports to the Library Director. Provides high-level, confidential administrative support for the Library Director. Facilitates the smooth operation of the administrative office. Serves as liaison to Board members; prepares Board documents; supports Board meetings; tracks member terms; and maintains Board policies. Provides administrative support to the Director, including committee and team support, preparing and processing correspondence and reports, updating policies and procedures, document production, and calendar management. Screens and directs callers and visitors. Opens, sorts, and distributes incoming correspondence and packages. Compiles and collates monthly statistical documents for the library system. Assists with planning and preparing agendas, minutes, and materials for staff and other meetings. Produces a variety of materials, including correspondence, reports, letters, memoranda, newsletters, and technical/procedural manuals. Makes copies and collates materials as needed. Coordinates appointments, meeting schedules, online manager calendar, and travel arrangements. Maintains a professional, business‑casual appearance. Coordinates interview scheduling and supports the hiring process. Assists with the creation and distribution of library training materials. Maintains and tracks training records, including CEUs for library associates and librarians. Prepares new‑hire orientation forms and training packets. Maintains staff contact lists and emergency notification information. Maintains the library system organization chart and staff directory. Demonstrates regular and punctual attendance. Performs related duties as assigned. Prepares and submits vendor invoices. Monitors, inventories, and purchases office supplies as needed. Maintains a “tickler” file of routine and recurring responsibilities. Establishes and maintains records and filing systems. Files correspondence and documents in an organized and timely manner. Completes special projects and other duties as assigned. Participates in meetings, committees, workgroups, outreach activities, and training opportunities. Provides writing, editing, and proofreading support for library promotional materials, documents, and projects.

Requirements

High School diploma or GED plus some additional training and/or course work in business, public or office administration.
At least 3 years of directly related experience performing administrative, clerical, or office support responsibilities in a professional office environment.
Equivalent combinations of education, experience, certification and training may also be considered.
Thorough knowledge of and experience with established office management and secretarial practices, policies and procedures.
Knowledge of Director's and Library Board of Trustees' activities and related library policies and procedures.
Proper public contact and telephone etiquette.
Modern office procedures, methods and equipment including computers and associated equipment.
Business letter writing and report preparation.
Principles and procedures of record keeping.
Tactfully respond to requests and inquiries from the public.
Perform administrative work involving the use of independent judgment and personal initiative.
Organize work for appropriate and timely completion.
Compose, prepare and review a variety of correspondence and reports using Microsoft Word/Excel/Outlook.
Establish and maintain basic and complex records, documents and files.
Establish and maintain cooperative working relationships with those contacted in the course of work and to communicate effectively with the public and other required entities.
Provide management with sound, positive advice and information concerning incumbent's area of responsibility.
Comply with all City and departmental policies and procedures and meet attendance and punctuality guidelines.
Strong written and verbal communications skills.
Strong spelling, grammar, punctuation, vocabulary, and basic business arithmetic skills.
Strong public contact and customer service skills.
Valid Florida driver's license.
Required to complete a minimum of 20 CEUs annually in library services, customer service or related fields.
Sufficient clarity of speech and hearing or other communication capabilities with/without reasonable accommodation to enable the employee to communicate effectively.
Sufficient vision or other powers of observation to enable the employee to review a wide variety of materials.
Sufficient manual dexterity, with or without reasonable accommodation, to enable the employee to operate a personal computer, telephone, and related equipment.

Responsibilities

Facilitates the smooth operation of the administrative office.
Serves as liaison to Board members; prepares Board documents; supports Board meetings; tracks member terms; and maintains Board policies.
Provides administrative support to the Director, including committee and team support, preparing and processing correspondence and reports, updating policies and procedures, document production, and calendar management.
Screens and directs callers and visitors.
Opens, sorts, and distributes incoming correspondence and packages.
Compiles and collates monthly statistical documents for the library system.
Assists with planning and preparing agendas, minutes, and materials for staff and other meetings.
Produces a variety of materials, including correspondence, reports, letters, memoranda, newsletters, and technical/procedural manuals.
Makes copies and collates materials as needed.
Coordinates appointments, meeting schedules, online manager calendar, and travel arrangements.
Maintains a professional, business‑casual appearance.
Coordinates interview scheduling and supports the hiring process.
Assists with the creation and distribution of library training materials.
Maintains and tracks training records, including CEUs for library associates and librarians.
Prepares new‑hire orientation forms and training packets.
Maintains staff contact lists and emergency notification information.
Maintains the library system organization chart and staff directory.
Demonstrates regular and punctual attendance.
Performs related duties as assigned.
Prepares and submits vendor invoices.
Monitors, inventories, and purchases office supplies as needed.
Maintains a “tickler” file of routine and recurring responsibilities.
Establishes and maintains records and filing systems.
Files correspondence and documents in an organized and timely manner.
Completes special projects and other duties as assigned.
Participates in meetings, committees, workgroups, outreach activities, and training opportunities.
Provides writing, editing, and proofreading support for library promotional materials, documents, and projects.