Administrative Assistant

Summary of Position: Reports to the Library Director. Provides high-level, confidential administrative support for the Library Director, Assistant Director and Library Board of Trustees.

Status: Full-time; salaried; exempt.

Supervisory Responsibility: none

Essential Functions:

Administrative Support:

• Facilitates the smooth operation of the Administrative office
• Maintains liaison with Board members, produces Board documents, provides support for Board meetings, provides clerical support, monitors members' terms, and maintains Board policies
• Provides support to the Director and Assistant Director as assigned, including clerical support for committees and teams, preparing and processing correspondence and reports, updating policies and procedures, document production, calendar support, and assistance in research
• Screens and refers callers and visitors
• Opens and sorts incoming correspondence and other packages
• Researches and gathers statistics and other information as needed
• Assists in the planning and preparation of agendas, minutes and materials for staff and other meetings
• Produces a variety of materials, including correspondence, reports, letters, memoranda, updates to policy, technical and procedural manuals, and worksheets and tables
• Makes copies and collates materials
• Arranges appointments and meeting schedules
• Maintains the general filing system and files all correspondence as assigned
• Produces system announcements via email and on the Intranet
• Provides detailed responses to information requests about ongoing programs, services and activities

Public Relations Assistance:

• Assists with marketing activities that promote library programs and activities
• Generates internal posters and bookmarks for library programs and activities
• Assists with generating and maintaining the library's presence on social media sites
• Maintains the website calendar of library programs and activities
• Assists with sharing library programs and activities with various community calendars and publications, both online and print versions
• Assists with folding/cutting/disseminating printed promotional materials
• Provides writing/editing/proofreading assistance for a variety of library promotional materials, documents and projects

Human Resources Assistance:

• Creates and maintains personnel files
• Assists with the creation and advertisement of job postings
• Assists with reviewing applications against minimum requirements
• Assists with job search and interview processes
• Maintains employee leave records
• Assists with producing training materials
• Assists with maintaining and tracking of training records including CEU's of library associate and librarians
• Assembles new hire orientation forms and training packets
• Assists with the preparation and tracking of staff evaluations
• Updates human resource information
• Assists with creating and posting volunteer opportunities
• Assists with maintaining and updating the staff handbook and other personnel policy documents
• Assists with activities that recognize and celebrate employee achievements and service milestones
• Maintains staff contact and emergency notification lists and ensures that emergency contact information is updated

Office Management:

• Inventories and purchases office supplies as needed
• Maintains "tickler" file of routine and recurring responsibilities
• Maintains various records of office activity
• Establishes and maintains records and files

Facilities/Equipment Oversight:

• Troubleshoots and trains others on the use of various office equipment
• Communicates as directed with County Maintenance and other vendors (cleaning and repair) to arrange for service as needed
• Meets with vendor and service repair representatives as needed
• Updates facilities documents as needed

Public Services Support:

• Answers all incoming calls and handles caller's inquiries; investigates and escalates customer inquiries including handling public service concerns or referring to appropriate staff
• Maintains public program statistics
• Schedules and maintains meeting room calendar and associated files
• Assists with the preparation of materials for programs and events

Special Projects and System Support:

• Completes special projects and other duties as assigned
• Creates and maintains annual system calendar
• Assists the Director and other staff as requested
• Participates in meetings, teams/committees/workgroups, outreach activities, and training opportunities, as appropriate

Required Knowledge, Skills, and Abilities:

• 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
• Effective written and verbal communication skills; excellent interpersonal skills; ability to work courteously, effectively, confidentially and tactfully with patrons, Trustees, outside organizations and groups, staff, and volunteers especially in relation to matters of major policy or managerial concern
• Familiarity with general Human Resources policies and procedures including knowledge of generally accepted personnel rules and hiring processes
• Ability to operate relevant computer systems including hardware and software, such as word processing and spreadsheet software, email, internet navigation, scheduling software and standard office equipment
• Knowledge of procedures used in preparing and distributing publicity and public information material
• Ability to prepare, process, and proofread a variety of correspondence, reports, memorandum, etc., as directed
• Skill to use office automation and software applications to create a wide variety of public relations material
• Knowledge of the objectives, programs, services, personnel, and political and community environment of the Library
• Ability to establish and maintain effective working relationships and be committed to excellent internal and external customer service
• Ability to work day, evening, and weekend hours

Minimum Qualifications: Possession of a Bachelor's degree; additional course work in human resources/administrative skills preferred; three to five years of related administrative experience.

Physical and Environmental Conditions: Work typically requires light physical effort in the handling of light materials, boxes, or equipment. Work may occasionally demand strenuous effort in the handling of moderately heavy boxes or materials. Work may require standing for extended periods of time or frequently require stooping and bending. Job functions necessitate mobility within the facility.

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

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions of this job.

This and all library positions are eligible for system-wide transfer.

Talbot County Free Library staff work in a diverse environment and are expected to demonstrate respect for and relate to coworkers and patrons from many different backgrounds and cultures. TCFL is an Equal Opportunity Employer and complies with the Americans with Disabilities Act. It is the library's policy to treat all applicants and employees equally without regard to race, color, religion, age, gender, national origin, or disability.