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Executive Assistant

Douglas County Libraries

Philip S. Miller Library, 100 S. Wilcox St., Castle Rock, CO

Application Deadline

Apply By Dec 5th, 2014

Wages

$22.11 to $31.05 per Hour   Calculate

Location

Castle Rock, CO

Hours

40.00

MLS

Not Specified

Minimum Education

Associate's Degree

Library Experience

Not Specified

Supervisory Experience

Not Specified

Type of Library

Public

This job is more than 3 weeks old or the application deadline has passed.

Job Description

THIS COULD BE THE JOB FOR YOU! APPLY TODAY AND JOIN THE DCL TEAM!

The Executive Assistant provides administrative, technical and clerical support for the Library Director, the library’s executive leadership team, and the library’s Board of Trustees. The position requires broad knowledge of library strategy, operations, and policy. The Executive Assistant exercises considerable independent judgment, demands broad discretion with handling confidential information, and is noteworthy in the need for entrepreneurial initiative.

EXAMPLES OF DUTIES:

  • Supports the Library Director and Executive Team’s administrative and clerical needs meeting minutes and note taking, filing, documentation, expense reports, communications (voice mail, phone, email, etc.) and travel arrangements.
  • Answers phones for Library Director. Takes messages or fields/answers all routine and non-routine questions.
  • Engages as an active participant and member of the District’s Executive Team.
  • Creates positive experiences for library guests and internal customers; presents a positive image of the library in attitude, communications, and appearance.
  • Supports the Library Director and Executive Team’s scheduling and calendar needs meetings, retreats, time distribution, appointments, and room assignments.
  • Supports the library’s governing Board of Trustees – legal requirements, notices, bylaws and policies management and requests for information. Acts as the Board’s recording secretary for meeting minutes and action documentation.
  • Facilitates Board communications, committees, and meetings.
  • Assists the Board in the evaluation of the Library Director.
  • Develops familiarity and a professional working knowledge of library policy and procedures. Works with the Library Director to craft, edit, and maintain library policies and procedures.
  • Coordinates and plans annual manager's retreat and Board of Trustee's retreat.
  • Acts as liaison and facilitator for internal meetings and strategy sessions.
  • Acts as liaison and facilitator for community, corporate, and governmental groups and organization. Supports and facilitates the creation of strategic plans, annual tactical plans, and outcome measures.
  • Acts as coach and filter for the Library Director and Executive Team to raise personal and organizational performance.
  • Performs special projects as directed by the Library Director and Executive Team.
  • Maintains effective working relationships with other governmental agencies, civic organizations and professional organizations in support of the Library Director and library district goals. Working with the Associate Director of Finance, develops an annual budget for the Executive team (Library Director, Board of Trustees, Associate Director of Community Service and Executive Assistant).
  • Performs other work duties as assigned.

Additional Info & Requirements

WORK ENVIRONMENT:

Work is generally performed in an office and library environment, at computer workstations, on multiple tasks, software programs, and projects. Work requires constant sitting and computer work, moderate physical activity, close visual work; with limited proximity to automated handling equipment, limited exposure to moderate noise levels, residual dirt, dust, and occasional exposure to chemicals, mold or foreign substances. Work involves extensive interaction with customers and staff, moderate exposure to behavior issues, and may require regular travel. May require varied work hours, including weekends and evenings, which may change periodically.

  • Ability to work independently required.
  • Ability to develop and maintain effective working relationships with Board of Trustees, Associate Directors, Managers, staff, and public required.
  • Strong interpersonal skills, including both written and verbal communication, problem solving, and planning required.
  • Ability to use tact and diplomacy, and professionalism required.
  • Excellent computer and technical skills, word processing, and spreadsheet skills.
  • Strong knowledge of MS products (work processing, spreadsheets, and presentation applications), the Internet, social networking systems and other emerging technologies is required. Requires the ability to make informed recommendations in the areas of automation of administration practices.
  • Strong organizational skills. Excellent attention to detail is required.
  • Excellent project management skills are required. May occasionally assist other departments with project management initiatives.
  • Must have the ability to learn and become proficient in functions required to perform job duties, working effectively independently or as part of a team to complete tasks as assigned.
  • Must communicate effectively using English. Must read, write and understand English at a level appropriate to the position. Computer Skills: Must demonstrate proficiency in computer use including Internet, email, Microsoft Office Products. Keyboard skills required at an equivalent of typing 50 words per minute with minimal errors. Must be able to learn and become proficient with equipment and software programs as required to effectively and efficiently perform assigned duties.

The Community

The pioneer spirit, accompanied by the beauty of the mountains, foothills and plains, is gloriously evident in Douglas County. In 1861, the Colorado Territorial Session Laws created Douglas County, named after Stephen A. Douglas. Known as the “Little Giant.”

Today, Douglas County is virtually the geographic center of Colorado. The County is approximately 843 square miles, 71 square miles of which are permanently protected land through the Douglas County Open Space Program. Recreational areas include more than 146,000 acres of Pike National Forest, Roxborough State Park, Castlewood Canyon State Park and the Chatfield State Recreation Area. The County’s strength, as the centerpiece of the Denver/Colorado Springs development corridor, is a perfect blend of quality lifestyle and business environment.

Douglas County Libraries is the fourth-largest library system in Colorado. Our mission is to be a passionate advocate for literacy and lifelong learning, and we play a vital role in the life of our community. We lend more than eight million books, CDs, DVDs, magazines, eBooks, and audiobooks every year, including more children’s material than any other Colorado library.

Douglas County Libraries is consistently ranked among the top public libraries in the nation for the population we serve. We value helpful service to all, exploration and discovery, community connections and innovation. Our seven library branches comprise an independent library district funded by a 4.0 mill levy approved by Douglas County voters in 1996.

For more about our budget, our stewardship of public funds and our citizens’ return on their investment, please visit our transparency portal on our website: DouglasCountyLibraries.org.

 

HR Info

Apply via our online application system at http://douglascountylibraries.org/AboutUs/Employment. Hand delivered, mailed, faxed or emailed applications and resumes will not be accepted. EOE.

Posted Nov 15, 2014