Managerial and Administrative

Pierce County Library System

Senior Administrative Specialist

Hiring Range: $31.80 - $36.85 per hour; Pay Grade Range: $31.80 - $44.00 per hour

Compensation:

Pierce County Library System offers a compensation program which recognizes qualifications and experience relevant to each position. The starting pay is established typically within the hiring range below based upon the experience of the individual hired into the role. Our compensation package also includes annual increases for each additional year of experience and tenure in the role, up to the maximum (current year maximum outlined in pay grade range above). Eligibility for overtime is exclusive to positions which are FLSA status non-exempt below.

FLSA Status: Hourly, Non-exempt

Position Status: Regular, Full-Time

Hours Per Week: 40

Schedule: Monday - Friday: 8:30 - 5:00pm

Schedule is subject to change.

Union Status: Represented

Candidate Submission Timelines:

TRANSFER Candidates: transfer eligible candidates internal to PCLS will be given first consideration for this position through the Transfer Closure date. Please review the StaffWeb Transfer Process Overview.

EXTERNAL OR NON-Transfer INTERNAL Candidates: To be considered for this position please submit your resume and up to 4 additional attachments to display your knowledge, skills and abilities for consideration for this position no later than 5:00 p.m. on closing date below.

Submissions after the Closure Date below will not be considered:

· Transfer Closure Date: Friday, October 25, 2024 at 5:00pm

· External/Non-Transfer Closure date: Friday, October 25, 2024 at 5:00pm

Veteran Status: Applicants wishing to claim Veterans Preference should select the percentage that they qualify for, 5% or 10% during the application. More information about veteran’s preference, such as the difference in percentage can be found here and here . If you need more information please contact us at: HR@pcls.org

Position Summary

Provides complex administrative support to library administration, including management, department heads, departments and/or work teams and the organization. Work requires routine independent judgment and initiative on assignments that may be sensitive in nature and demonstrated ability to effectively communicate to represent their assigned areas to contacts inside and outside the organization. Gathers and prepares information relative to the assigned areas. Provides administrative support to assigned management personnel; organizes staff travel arrangements and continuing education activities, prepares correspondence, communications, reports, and other documentation; updates and maintains departmental records, files, and databases; participates in processing and maintaining assigned materials; conducts research, coordinates purchasing activities and data; responds to inquiries and requests for information; assists in coordinating activities for PCLS services, and performs other specialized duties relative to area of assignment.

Essential Functions

Class specifications are intended to provide a descriptive list of the range of duties performed by employee in the class. Specifications are not intended to reflect all duties performed within the job.

• Delivers high-quality, customer-focused services.
• Provides a variety of professional administrative support duties to library administration, including management, department heads, departments or work teams, and the organization.
• Coordinates efficient workflow relative to the responsibilities of the areas of assignments; understands the needs of the assigned individuals for administrative support; relieves assigned individuals of administrative detail; monitors progress on delegated tasks to meet deadlines.
• May serve as a liaison for assigned personnel with internal customers, community organizations and partners, the general public, and other customers as assigned.
• May coordinate meeting/appointment scheduling, calendars and agendas, may coordinate and schedule meetings and conferences; and rooms set up (refreshments). Assists in maintaining departmental, meeting, and/or special events supplies
• Prepares correspondence and communicates regarding meetings (notes, minutes), preparing meeting room facilities, appointments, calendars, conferences, reports, statistical data, and other types of documentation; sets up and maintains departmental mailing lists, records, filing systems, and databases.
• May communicate and coordinates the purchasing of supplies, materials, and equipment for area of assignment; obtains quotes and bids; recommend and/or complete vendor selection processes; prepare and track purchase orders; receive and distributes supplies; conduct departmental credit card purchases.
• Coordinates travel and continuing education arrangements. Responds to inquiries regarding the Library’s travel and/or continuing education policies
• Conducts research; analyzes data; prepares reports, presentations and other documents.
• May assist with responses to public record disclosure requests; assists in the development of information on public record retention guidelines; and/or maintains organizational central files or filing systems for the organization.
• Coordinates with the Finance Department, department heads, and supervisory personnel to reconcile claims, reimbursements, and various vendor charges.
• May monitor and ensure office equipment is maintained in proper working condition; prepares work orders and coordinates the maintenance/repair of equipment.
• May participate in coordinating assigned Library programs and projects; proofread, edit, and coordinate the distribution of program materials; respond to program inquiries from the public.
• May participate in maintaining Library collections, online lists, display items, and professional materials or communications.
• Prepares correspondence, mailings, meeting materials, and/or other types of documentation.
• Designs and produces presentations and customized materials for meetings and events.
• Gathers, compiles, and interprets various statistical reports and surveys; modifies and/or extrapolates data necessary to meet specific departmental or agency requirements.
• Performs data entry; updates and maintains assigned departmental records, filing systems, web pages, and databases; provides technical support and assists in resolving software issues.
• Tracks and initiates communication with customers regarding re-evaluation requests.
• Provides assistance and support to the Board of Trustees as delegated by the Executive Assistant; serves as backup to the Executive Assistant as required.
• Demonstrates punctuality and regular and consistent attendance.
• Brings matters of public concern regarding waste, inefficiency, corruption, discrimination, and safety to the attention of Library Management.
• Accurately communicates the Library’s policies to members of the public in all job-related contacts.
• Positively reflects Pierce County Library’s mission, vision, and values to members of the public and to staff.
• Performs other duties as assigned or required.

Additional Duties and Responsibilities

Duties are considered non-essential and include the following:

Reports to a Supervisor; no supervisory responsibilities

Core Skills & Qualities / Leadership Competencies

Employees are expected to demonstrate the following qualities at all times:

• Customer Focus
• Teamwork
• Communications
• Leadership
• Problem Solving
• Change and Learning
• Positive Attitude
• Professional Integrity
• Diversity

Leaders are expected to demonstrate the following competencies at all times:

• Builds Trustworthy Relationships
• Communicates Effectively
• Builds Successful Teams
• Manages and Develops People
• Achieves Results
• Facilitates Innovation and Change
• Demonstrates Leadership

Required Knowledge, Skills, and Abilities

The employee is expected to perform or possess the following:

Minimum Requirements including Education, License or Certifications:

• High School Diploma or equivalent, and,
• Five years relevant work experience or,
• Any combination of education and experience which would provide the required knowledge and skills and allows successful performance of the job.
• Depending on area of assignment, a valid Washington State Driver’s License may be required.
• Must pass criminal background screening prior to hire.
• The ability to work evenings and weekends on a rotating schedule and to adapt to schedule changes on short notice is required.
• Complex administrative support for senior to executive level positions
• Processes for coordinating travel arrangements.
• Records management principles and standards.
• Purchasing processes and procedures.
• Project management principles.
• Standard administrative processes and procedures, including on-going growth and learning in this area
• Customer service standards and protocols.
• Responding to inquiries, complaints and requests for information from staff, public, and outside agencies.
• Compiling data and preparing reports, correspondence, and other documentation.
• Updating and maintaining departmental records, filing systems, and databases.
• Coordinating the purchasing of office supplies and equipment.
• Ability to prioritize and schedule work.
• Ability to work independently with little or no direction.
• Workflow control, time and calendar management.
• Highly effective communications both verbally and in writing.

Technology Requirements:

Required:

• Ability to effectively navigate basic electronic record creation and storage (e.g. timecard/HRIS, performance review, network drive storage)
• Use of basic office equipment (e.g. PC, printer, phone, fax, mouse, security alarm)
• Basic keyboard and alpha/numeric data entry skills
• Basic PC navigation skills in a windows based environment; ability to connect and print
• Ability to navigate, search and use basic web functions and applications
• Intermediate MS Office Suite skills (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities
• Experience with time and attendance systems or processes
• Ability to collect, audit, analyze data sufficient to formulate recommendations and make decisions as required by position
• Experience with Integrated Library System, Inventory or Data Management system (branch only)
• Ability to document instruction, troubleshoot, and teach basic level MS Office Suite (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities

Desired:

• Troubleshoot and teach basic level questions regarding the above
• Presentation software
• Work order systems
• HR systems

Physical and Environmental Conditions:

Work is conducted in a normal office setting that provides comfortable lighting, temperature and air conditions. Occasional light lifting, such as three to four reams of paper, four or five books, or other library materials up to 35 pounds may be required. Subject to sitting and standing for extended periods of time, walking, bending, reaching, and lifting objects weighing up to 30-35 pounds. May lift or push up to 50 pounds as needed with assistance.

Work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices or meeting rooms, e.g. use of safe work place practices with office equipment, and/or avoidance of trips and falls and observance of fire regulations.

Work may be performed in a library environment and involve regular contact with the public, and/or require push/pull loaded carts.

Benefits:

• Vacation
• Sick Leave
• Long-Term Disability
• Medical, Dental, and Basic Life Insurance
• Employee Assistance Program
• State Retirement System
• Employees have an opportunity to participate in the Tax Sheltered Annuity Program
• Additional life insurance for the employee and family is available through payroll deduction