The Arapahoe Library District is looking to hire an Administrative Specialist for the Information Services Department / Librarian Team. This position is hybrid working partially from home and partially onsite. If you have strong technology skills and enjoy administrative support for a forward-thinking librarian team, this is the opportunity for you. Please read the complete job description, and if you have the experience and qualifications, we want to hear from you.
Location: Eloise May Library 1471 S. Parker Road Denver, CO 80231
Reports to: Manager, Information Services
Position: 40-hour full time, non-exempt position.
Pay Rate: $23.80 - $29.71
Purpose: Provides administrative assistance to the Manager and Librarians. Coordinates and supports Information Services team's programming. Provides tech support to the Information Services team and other LEAD departments. Interacts with internal and external contacts at all levels of the organization. Independent judgment and working with minimal supervision are required to plan, prioritize, and organize diversified workload.
Essential Duties and Responsibilities:
40% ADMINISTRATIVE SUPPORT
- Provides administrative support for budget tracking/planning/reporting and document maintenance.
- Manages schedule, arranges meetings, reserves rooms, and assists Manager and Supervisors with research, projects.
- Manages purchasing transactions including credit card receipts and statements, purchase orders, vendor communication, delivery tracking, and allocating all department purchases into budget management software.
- Conducts equipment and supplies purchasing for the department including any associated research, bids, maintenance, and ongoing inventory tracking, with an eye to maximizing value.
- Organizes and maintains departmental equipment. Provides operational support for the department by tracking data such as programming numbers and operational data for ongoing initiatives, maintains the departmental shared drive, generates reports, provides technical support for office equipment and places service calls.
- Manages mileage and continuing education for the department including correct completion of forms, guidance of district processes, and final documentation and reporting.
- Supports IS and other LEAD departments by creating and managing MS Teams calendars, expense trackers, reservation managers, and files, either through the platform's built-in features or by integrating with third-party apps and services.
30% TECH SUPPORT
- Diagnoses and resolves problems that team members encounter while using Microsoft Teams. It could include issues with audio/video, screen sharing, file sharing, or connectivity problems.
- Educates team members on how to use Teams' features effectively, such as creating and managing teams, channels, and meetings, using chat and collaboration tools, and integrating with other Microsoft 365 applications.
- Escalates issues to higher levels of technical support for further investigation and resolution.
- Keeps the team informed about updates, new features, and changes to the Teams platform, and provides guidance on how these changes may affect their usage.
20% DISTRICT PROGRAMMING SUPPORT
- Coordinates and supports programming process for the team, including event scheduling and managing contracts and licenses with outside presenters.
- Collaborates with the team's program hosts. Creates and maintains department program documents. Edits program descriptions. Enters programming information into organizational calendar (LibCal). Proofreads department print materials. Publishes outreach events on district website. Corrects errors. Works with librarians to determine programming event materials, venue needs, and catering and customized details as needed.
10% COMMUNICATION SUPPORT
- Prepares postings, correspondence and calendars, records minutes, and prepares agendas and reports for the Manager and Supervisors. Handles confidential and non-routine information and explains policies when necessary.
- Serves as a key liaison with the Facilities department.
- Serves as a communication point with other district departments and administrative specialists, and outside vendors and organizations.
Other Duties and Responsibilities:
- May participate in summer reading preparation.
- May provide support to librarians' project work as needed.
- May serve as backup to counterpart Department Administrative Specialist.
Performs other related duties and may contribute to cross-functional initiatives and projects as assigned and requested.
Minimum Qualifications:
- Three to five years of similar or related experience, such as virtual assistant or office admin assistant role, anything that involves carrying out any office duties, such as budgeting, financial management, scheduling or paperwork of any kind, calendar management, data entry, and requires proficiency with word processors, spreadsheets, databases, virtual collaboration tools and presentation software.
- Bachelor's degree.
- A significant level of trust and diplomacy is required, in addition to normal courtesy and tact. Work involves extensive personal contact with others and/or can be of a personal or sensitive nature. Work may involve motivating or influencing others.
- Advanced digital literacy, including intermediate to advanced proficiency for MS Office 365 Suite (with an emphasis on Teams and SharePoint use) and CRMs. Ability to learn new technologies.
- Advanced customer relations skills.
- Professional demeanor.
- Ability to maintain confidentiality and use tact and discretion in the conveyance of confidential information.
- Excellent oral and written communication skills.
- Ability to work independently and with little direction.
- Excellent organizational skills with the ability to prioritize and balance multiple tasks/projects independently to meet deadlines.
- Ability to record meeting minutes and prepare concise reports.
- Typing speed of at least 60wpm.
- Ability to attend meetings in the evenings.
- Committed to provide outstanding and personalized customer service to patrons, coworkers and customers.
- Ability to focus on the customer, show integrity, be inclusive, enjoy learning and have fun.
- Intermediate technology skills for Microsoft 365 (Word, Excel, Outlook) and familiarity with Microsoft Edge and Microsoft Teams, and an ability to learn and apply new technologies.
- Ability to work a flexible schedule to prepare for and assist in meetings/events that may deviate from normal weekly schedule.
- Ability to successfully work with varying demographics.
Core Values of Collaboration, Equity and Innovation:
- Ability to promote inclusivity, embrace diverse perspectives and prioritize fairness to contribute to a culture of inclusion and respect.
- Demonstrated ability to foster open communication, mutual respect, problem solving, adaptability and constructive conflict resolution to promote a cohesive and innovative work environment that welcomes continuous learning.
Preferred Qualifications:
- Accounting software experience.
- Event coordination experience.
- Certified Administrative Professional (CAP).
- Microsoft Office Specialist (MOS).
Other Duties and Responsibilities:
- May provide support to branch administrative assistant as needed.
- May work with volunteers.
Work Environment:
- The essential duties for this position are performed in an indoor office environment.
- Ability to travel between facilities.
- Ability to work with moderate noise and interruption.
- Ability to work varying shifts, including evenings and weekends, if needed.
Physical Activities:
Physical activities required to perform essential duties include:
- Must be able to remain in a stationary position 75-100% of the time.
- Must be able to move around 50-75% of the time.
- Ability to lift to 40 lbs.
- Ability to carry up to 20 lbs.
- Ability to push and pull a cart weighing up to 75 lbs.
This job description describes the general level of work being performed and is not necessarily an all-inclusive list of job-related responsibilities, duties or aspects associated with the job, and may be amended anytime based on business need. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
Inclusion and diversity are part of our values at Arapahoe Libraries.
Qualified applicants who represent the diversities of the communities we serve are encouraged to apply.
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.
https://arapahoelibraries.applicantpro.com/jobs/3527251-2186.html
Health Insurance, Voluntary Life Insurance, Long term and short term disability Insurance, Retirement Plan, Paid Parental Leave, Time off programs (Vacation, Sick, Holiday)
Established in 1966, the Arapahoe Library District serves more than 200,000 residents living in Arapahoe County. Arapahoe County and other major suburban counties make up the greater metropolitan area surrounding Denver, Colorado. The Arapahoe Library District operates eight branch libraries, including mobile library services, and a library at the County Detention Center, funded by the Arapahoe County Sheriff's Department. A seven-member Board of Trustees sets the library budget and determines policy.
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