Job Description
As Jefferson County Public Library (JCPL) expands to meet the needs of our growing community, we are reclassifying two existing positions into leadership roles. We are looking for exceptional Administrative Coordinator Supervisors for our Administrative Support Unit. The Administrative Coordinator Supervisors will play a key role in ensuring the smooth operation of our administrative functions and will be responsible for supervising a team of administrative professionals, overseeing office processes, and supporting our directors for all divisions of JCPL.
The Administrative Coordinator Supervisors are responsible for supervising staff providing administrative support and customer service for designated division directors. This role performs high level administrative functions, coordinates special projects of complex administrative, technical, or confidential nature, prepares a variety of records and reports, maintains compliance with records management, information governance and workflow requirements for certain public documents and executive administrative documents. This role provides high level administrative functions in support of the Library Board of Trustees public meetings.
Hiring Range: $48,020.20 to $61,225.74 Annually.
- ADMINISTRATIVE SERVICES SUPPORT: Supervise and coordinate the provision of administrative support for Directors’ Teams and individuals in these roles. Provide administrative support to public meetings of the Library Board of Trustees. Supervise and coordinate administrative file management protocols and practices within span of control. Supervise and coordinate direct-report uptake of organization-sponsored technologies. Supervise daily office operations for administrative services and support implementation of changes to procedures and policies that may affect organizational effectiveness. Through collaboration with the Administrative Services Coordinator Senior Supervisor, oversees special projects for division and department, identifies appropriate staff to support projects, performs research, and prepares project implementation plans. Outlines approaches to ensure project success.
- FISCAL RESPONSIBILITY: Coordinate ASU financial functions by assisting with the development of budgets and monitoring expenditures pertaining to the ASU, and Board of Trustees budgets. Ensure all transactions and statements are documented. Confirm account coding is accurate on ASU procurement card transactions. Prepare and submit purchase and reimbursement requests and document account charges.
- SUPERVISION: Supervises staff in area of responsibility. Administers and makes recommendations for routine personnel matters affecting subordinates, including recruiting, interviewing, hiring, training, assigning, scheduling, granting leave, appraisals, and taking corrective action. Conducts performance evaluations and communicates short- and long- term goals and objectives. Submits personnel records and reports as required by the county. Assists and advises subordinates as necessary, resolves problems as non-routine situations arise, and ensures adherence to established policies, procedures, and standards. Communicates changes in policy and procedures to direct reports and implements them as directed. Monitors ASU emails for timely response, assigning ASU support if needed, and customer service follow-up to verify the request was satisfactorily managed.
- Other duties and responsibilities as assigned.
Qualifications:
A minimum of 5 years broad and comprehensive experience as an executive-level assistant and demonstrated leadership ability.
Strong written and verbal communication skills with demonstrated interpersonal skills to build successful relationships.
Demonstrated experience working with sensitive, proprietary, or confidential information.
Proficiency in MS Office Suite and other relevant software.
Problem-solving and decision-making skills.
Attention to detail.
Required - Relevant associate degree or certification program of comparable scope and 5 or more years of experience supporting executives -OR- equivalent relevant education/experience.
Preferred – Experience with government public meetings.
Preferred – Experience with records management, information governance and workflow requirements for certain public documents and executive administrative documents.
Preferred – Experience contributing to the development of annual budgets and monitoring expenditures.
Benefits & Additional Compensation Info
Our mission at Jefferson County includes providing exceptional service to the members of our community, and we believe that we can empower our employees to provide that service by providing excellent benefits, including: generous paid time off in addition to paid holidays, flexible schedules to encourage work/life balance, wellness opportunities to encourage maintaining a healthy lifestyle, tuition reimbursement programs, trainings for personal and professional growth, retirement savings plans with company match, and Medical/Vision/Dental plans customizable to your budget for individuals and families.
The Community
Jefferson County Public Library is committed to providing an inclusive workplace. We seek individuals with the same passion and commitment to providing equal access to information and opportunities for our community. We value diversity and strive to incorporate our values: innovation, accountability and excellence in all our work and interactions.
OUR PROMISE
Jefferson County Public Library will always be here to connect you to the people, ideas and inspiration for whatever's next in life. Define your destination, and we'll help you get there. So you can always be learning. Always be creating. And always be discovering something new.
MISSION
We help to build an educated and vibrant community by providing equal access to information and opportunities.
VISION
We will be the essential destination where all generations connect, discover, and create.
VALUES
We serve with care; everyone is welcome here. We meet you where you are, give you our full attention, and strive to exceed your expectations.
Our core values are Innovation, Accountability, and Excellence.