Senior Administrative Assistant

Wicomico Public Libraries seeks an experienced Senior Administrative Assistant to support Senior Managers, the Executive Director, and the Library Board of Trustees.

This position requires mastery of Microsoft products, quality writing skills, an ability to multitask and meet deadlines, problem solving skills and desire for quality customer relations. The successful candidate will demonstrate the desire to produce quality work, a strong attention to detail, and a professional attitude. The ability to work independently, display incentive and a willingness to work as part of a team is highly desirable.

This position requires the ability to work in a fast-paced environment, to manage multiple tasks successfully, to anticipate the needs of the Board and Sr. Managers, and to facilitate an efficient administrative operation.

Candidates must have a high school diploma or its equivalent plus post high school training in secretarial or administrative coursework and minimum three years’ relevant experience including demonstrated ability to take minutes, compose and distribute information via email and the ability to manage multiple schedules.

This is a full-time position with a generous benefit package including health care and retirement. Starting salary is $33,000, actual salary will be based on education and experience.

Application packets consisting of a professional cover letter and a complete resume including three references should be attached to an email sent to personnel@wicomico.org. Please put “Administrative Assistant” in the subject line. A general application form is not required. Application packets will be received until a suitable candidate is hired, however application packets received by April 1, 2017 will receive first priority.

The Wicomico Public Libraries - an Equal Opportunity Employer.

Title: SENIOR ADMINISTRATIVE ASSISTANT
Grade: 8
FLSA: Non-Exempt
Date: Revised 3/3/2017
Reports to: Executive Director

Job Summary: Aids Senior Management & Library Board, especially the Executive Director. Facilitates the professional and efficient operation of the Library. This position is responsible for high-level secretarial and administrative functions such as maintaining Sr. Manager schedules, providing Library Board and staff meeting logistics, keeping confidential and sensitive files, seeing to the timely reporting of grants and serving as a professional point of contact for the administrative offices of the Library.

Essential Functions:
1. Performs high-level, confidential administrative support for Executive Director, Library Board, and/or other Senior Management such as composing and distributing correspondence, preparing for upcoming meetings and events, and directing inquiries and information through proper channels;
2. Provides support for Library Board of Trustees including preparation of Board packets, room set up, recording, transcribing and distribution of minutes, maintenance of board information and binders;
3. Creates and maintains official Library files for correspondence, received grants, Library Board files, etc.;
4. Attends meetings with Sr. Management, provides minutes, and lists from those meetings as requested;
5. Oversees budgets and ordering for office supplies, refreshments for meetings, staff vending machine, etc. as needed;
6. Answers phones and responds to questions or directs calls to appropriate person; greets and directs visitors;
7. Overseesmeetingroomreservationsandschedule;printsdailymeetingroom schedule;
8. Works with IT to maintain Administrative office equipment including copiers, postage, and fax machines;
9. Distributes staff mail; open and date stamp mail for Executive Director;
10.Works with HR to develop staff engagement events; plan orientation for new staff;
11.Responsible to update policy and procedure manuals, emergency phone lists, key and key card lists, parking permits, and various contact information;
12.Trains other general office staff and/or office interns;
13.Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:
1. Thoroughknowledgeofofficeprocedures;
2. Ability to provide excellent customer service;
3. Abilitytomaintainconfidentiality;
4. Ability to work closely with other staff members;
5. Strong communication, organization and conflict resolution skills;
6. Strong time management and multi tasking abilities;
7. Abilitytouseindependentjudgmenttodevelopandimplementideas;
8. Fluent in use of Windows-based computer software, such as Microsoft Word and Excel, Internet searching in addition to other office equipment.

Education and Experience:
1. High School Diploma
2. An Associate’s degree or two years of formal training beyond high school covering course work in accounting and/or secretarial/administrative skills preferred;
3. Three to five years of related administrative experience;
4. Or equivalent combination of technical training, and related experience.

Supervisory responsibility: Additional general office staff, and/or intern staff

Physical and Environmental Conditions:
Work is conducted in a normal office setting which provides comfortable lighting, temperature and air conditions. Occasional lifting, such as three to four reams of paper, four or five books, or other materials (up to 20 pounds) may be required.

Work environment involves everyday risks or discomforts which 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, observance of fire regulations and traffic signals.

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 the essential functions of this job.