We are looking for an Executive Assistant to support our Library Director. Our Executive Assistant is responsible for the coordination of business, administrative, and clerical support for the Eaton Public Library, including organization of budget, purchasing, and facility use.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- With a strong emphasis on customer service, provides front-line response to public and internal inquiries regarding library activities, programs, policies, procedures, and projects over the phone, in person and through written correspondence or directs inquiries to the appropriate staff.
- Provides support for the library including scheduling meetings, maintaining files, updating procedures, and creating meeting agendas and notes.
- Administers and maintains records and information by collecting, inputting, and analyzing data for preparation of reports.
- Manages purchasing, accounting, cash handling, contract administration, and payroll processing under the general supervision of the Library Director.
- Works closely with the Director to assist in preparing the annual budget.
- Responsible for inputting budget requests and producing current budget reports.
- Manages and maintains inventory of office and library supplies; purchases and selects supplies while adhering to town accounting practices.
- Responsible for acknowledging and processing donations and memorial gifts to the library/ overseeing gift/memorial process.
- Acts as the Library Advisory Board secretary and prepares agendas, minutes and packets for board meetings. Maintains regular communications with Board members.
- Prepares information for distribution on a variety of online calendars, websites, and social media sites. Assists with the distribution of Library and Friends promotional materials.
- Participates in Library Staff meetings, takes notes, and prepares agendas.
- Assists Library Director with special projects that may involve gathering and compiling data, preparing reports/information and summarizing the results.
- Performs other duties as required and necessary to ensure the success of the organization.
KNOWLEDGE, SKILLS and ABILITY
- Ability to consistently promote, work, and act in a manner in support of the Library’s and Town’s vision, mission and values.
- Ability to communicate and interact effectively with people of all ages, including volunteers, staff and the general public.
- Possesses competent language skills, including a thorough knowledge of spelling, punctuation, grammar, arithmetic and business English.
- Ability to plan and organize workload independently to establish and meet goals and deadlines.
- Knowledge of budgeting and financial tracking tools.
- Thorough working knowledge of standard office practices and library resources.
- Knowledge of PC functions, ability to effectively work in MS Word, Excel, PowerPoint, Publisher, Outlook and the Town's financial and payroll systems and ability to learn, adapt and assimilate new technology.
- Ability to maintain effectiveness under varying degrees of pressure and deadlines.
- Displays independence and accountability to accomplish professional duties.
- Ability to develop and maintain effective, cooperative, friendly, and professional working relationships, using superior oral and written communication skills with Library and Town employees and the public, even in conflict situations.
- Capable of discerning when confidentiality is required and being able to maintain confidentiality.
- Ability to independently take initiative in the gathering, assembling and analyzing of facts to create more efficient operations and develop solutions to administrative problems.
- Ability to incorporate Equity, Diversity, and Inclusion in all operations; demonstrates cultural sensitivity working with patrons, coworkers, and the community.
- Welcomes diverse populations, including but not limited to cultural, racial, economic, and ethnic diversity.
Service, Collaboration, Integrity, Professionalism, Innovation, Safety, Technology, Access, Honoring the Public Good, and Job Knowledge
MATERIAL AND EQUIPMENT DIRECTLY USED
Library computers including public access and staff terminals; printers and scanners, telephone, fax, photocopier, laminator, paper cutter, library carts, library materials (books, digital video discs (DVDs), electronic books (eBooks), compact discs (CDs), and similar) and makerspace technology (3D printer, laser cutter, and similar).
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Work is generally performed in an indoor typical library and professional office environment.
- Work requires extensive public contact and regular contact with other Library and Town staff.
- Work requires evening meetings on a weekly or bi-weekly basis.
PHYSICAL AND MENTAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to access and visually scan the library computer and staff screens.
- Must be able to position or move materials on varying height shelves for extended periods of time.
- Must be able to move library carts weighing in excess of 50 pounds across a carpeted floor.
- Ability to stand, sit, walk, talk, reach with arms and hands, have good manual dexterity, use hands and fingers to operate a computer and telephone keyboard, handle or feel, hear alarms/telephones/normal speaking voice.
- Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
- Moderate physical activity required by moving and positioning objects up to 50 pounds occasionally and/or up to 20 pounds frequently.
Benefits & Additional Compensation Info
Benefits: The Town offers an excellent benefits package. For full-time employees, the Town pays the employee’s premiums for health, dental, Gap insurance, life insurance, short- and long-term disability and provides a 5% contribution to the employee’s 401(a). Most benefits begin the first month following the date of employment.
The Town of Eaton is an Equal Opportunity Employer and does not discriminate against any person in any condition of employment.
Additional Info & Requirements
- A minimum of three (3) years of progressively responsible clerical and administrative experience required.
- Experience working with Windows and Microsoft Office required.
- Experience working in a library preferred.
- Experience with Macintosh equipment and/or digital content creation software preferred.
- Ability to communicate in Spanish preferred.
- An equivalent combination of education and experience may be substituted on a year for year basis.
- High School Diploma or General Education Diploma (GED) equivalent is required.
- Formal training or education in business, computers, and accounting principles is preferred.
- Must have reliable transportation.
- Notary Public commission is preferred.
- Passing a driving record (MVR), references and criminal history background check will be required prior to the start of employment.
Must be able to provide documentation that proves eligibility to work in the United States without sponsorship.
The Town of Eaton Colorado’s Public Library is a small-town library with big support and big participation. We have a collaborative team, a tight-knit community, and a newly remodeled, historic facility with the latest makerspace technology. What we’re looking for is community-centered, innovative, dedicated staff to grow our team. Get away from the city; be part of a dynamic and active library in a beautiful little town on the northern plains of Colorado.
Located in Eaton, Colorado, the Eaton Public Library has grown from a small brick library constructed in 1911 to a 12,000 square foot, updated modern library. Staff and patrons love the historical feel of our library which was named after Benjamin Eaton, a former governor and credited with bringing irrigation to Weld County. As a member library of High Plains Library District, we enjoy solid funding to offer competitive salaries, extensive programs and up-to-date collections while maintaining local authority over our policies and services. Our library is located 5 miles north of Greeley, home to the University of Northern Colorado. Fort Collins, home to Colorado State University and a convenient gateway to enjoying the Rocky Mountains is only a 25-mile drive on uncrowded roads. We are near bike trails, the Pawnee Grassland, numerous public parks, and recreational opportunities.
Eaton is a town of roughly 6,000 residents nestled in highly productive farmland in Northern Colorado and has a proud history of recognizing and harmonizing with the various agricultural entities that surround the Town while meeting the needs of the growing population to make it a great place to live and raise a family. Eaton has been nationally recognized for the last three years as one of the top 3 safest communities in Colorado and is host to a highly accredited public-school system, operated by the Eaton School District RE-2, with a new high school facility. We are proud to have graduated three NFL football players and to celebrate our local schools as the heart of our community.