Job Description

Job Description

Job Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Department: PUBLIC LIBRARY

Pay Grade: A9

FLSA Status: Nonexempt

JOB SUMMARY

Under supervision of the library manager, the Library Administrative Assistant is responsible for providing a full range of administrative support for the Page Public Library department. Plays an essential role by preparing regular reports, and assisting with various project-based work. This position requires outstanding organization, planning, and communication skills, superior accuracy, and the ability to exercise sound judgment and discretion. The incumbent must be a self-directed, service-oriented professional.

ESSENTIAL JOB FUNCTIONS

• Serve as the primary point of contact for internal and external communications on behalf of the Director of Community Services.
• Provide clerical and administrative support, including preparing correspondence, reports, presentations, program supplies, and official documentation.
• Assist with research, data collection, and gathering statistics for reports, grants, and planning purposes.
• Track deadlines, action items, and projects to ensure timely completion.
• Maintain and update policies, procedures, records, and filing systems.
• Coordinate meetings, training sessions, and event logistics for staff and community stakeholders.
• Inspect and review payroll records, timesheets, and travel reports for accuracy and compliance with departmental standards.
• Develop and maintain office procedures, templates, and forms.
• Provide excellent customer service to meet the highest quality standards established by the City of Page.
• Oversee scheduling and use of public meeting rooms.
• Serve as building supervisor during scheduled evenings and weekends as assigned.
• Provide coverage and assistance in all library departments as needed.
• Coordinate with County and City IT staff, as well as external vendors, for maintenance, repairs, and technology needs.
• Create promotional materials, including posters, bookmarks, newsletters, and other marketing collateral.
• Share library events and programs with community calendars, publications, and online platforms.
• Proofread and edit press releases, promotional materials, and official communications from all library departments.
• Represent the library with professionalism, integrity, and strong public relations skills.
• Assist in the design, implementation, and management of the library website.
• Research and recommend new trends, tools, and technologies to improve library operations and community engagement.
• Train, schedule, and supervise assigned staff, including the Library Specialist/Assistant, General Utility Worker, and the Adult Programming/Outreach staff.
• Define team goals, set priorities, and ensure staff compliance with policies and procedures.
• Assist in project management for large-scale library programs, events, and initiatives.
• Support strategic planning efforts and contribute to long- and short-range goals for library services and technology integration.
• Serve as a Notary Public as needed.
• Complete special projects and other duties as assigned by the Director of Community Services.
• Attend workshops, seminars, and professional meetings to enhance skills and stay current with industry best practices.
• Duties vary by assignment.

Education and Experience:

• • Bachelor's degree in library science, accounting, information technology or a related field is preferred. Other education and experience may be considered.
  • Working knowledge of computer word processing programs is desirable.
  • Two (2) years of library experience is very helpful.

Licenses or Certifications:

• Notary Certificate

Special Requirements:

• Must be willing to work evenings and Saturdays. Must be able to work occasional, unscheduled after-hours.

Knowledge, Skills and Abilities:

• Knowledge of public library principles, methods, materials, and practices .
• Ability to learn the library’s automated system; willingness to learn new technologies.
• Ability to establish and maintain cooperative working relationships with those contacted during work.
• Knowledge of Dewey decimal classification tables and LC Subject Headings.
• Must have ability to reason, ability to make decisions within proper framework and to make accurate word and symbol comparisons.
• Ability to interact with co-workers and establish effective working relationships.
• Must have very good writing skills and verbal communication ability.
• Ability to use listed tools and equipment.
• Must be able to follow standard office environment safety requirements.
• Ability to prepare effective correspondence on routine matters; deal with the general public tactfully and courteously; understand and follow oral and written instructions.
• Ability to deal effectively and tactfully in stressful situations with the public and to assess the needs of citizens requesting assistance.
• Ability to demonstrate significant organizational skills to manage a variety of projects for various departments on a regular basis.
• Ability to exhibit proficiency in various office computer programs, including word processing, spreadsheets, and database management.
• Ability to communicate effectively in person and by telephone.

PHYSICAL DEMANDS

While performing the duties of this job, the employee must exert up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. The following physical abilities are required: balancing, climbing, crouching, feeling, fingering, handling, hearing, kneeling, lifting, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, and visual acuity.

WORK ENVIRONMENT

The work requires decision making that could lead to major community or organizational consequences if this position fails to make the appropriate decision at the time.

Page has the right to revise this job description at any time. This description does not represent in any way a contract of employment.

Job Tags

Contract work, Work at office, Weekend work, Saturday, Afternoon shift,

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