Job DescriptionOur Administrative Assistant is retiring after many years with the Longmont Public Library! We are looking for a friendly, energetic person who is attentive to detail, computer savvy, and ready to jump into projects with both feet. Good internal and external customer service skills are a must, as are spreadsheet proficiency and the ability to multitask. Writing skills, tact, and the ability to preserve confidentiality are also important. Our work environment is fun, fast-paced, and congenial.
Additional Info & RequirementsDEFINITION: Under the direct supervision of the Library Director perform administrative functions to support the staff and the processing functions of the library. Duties include file maintenance, data entry, budget tracking, secretarial functions, customer service, and other tasks as necessary or assigned to achieve operational goals and objectives. PRINCIPAL DUTIES: Perform customer service for the department, division and/or facility. Provide general information as well as response to specific customer questions requiring additional research. Route inquiries appropriately for more complex matters and interpretation issues. Takes written messages. May perform reception duties. Establish, maintain, and adjust appointments, activity calendars, and work schedules for work groups, individuals, city facilities and equipment. Make meeting and travel arrangements including communicating with agents, planners, and facilities to coordinate arrangements and ensure all plans are accurate. Prepare travel vouchers and expense reports. Order and maintain inventory of office and other departmental or facility supplies and equipment. Schedule repairs on office equipment. Track expenditures. Prepare and distribute meeting agendas, packets, and related materials via electronic and/or non-electronic means. Take, tape, transcribe, and distribute meeting minutes May act as Recording Secretary for boards and commissions supported by the department or facility during evening or non-traditional hours. Maintain office filing and records systems, electronic and paper format, as required per retention schedule for those records.. Assemble requested information upon request. Prepare and proofread standardized documents and forms. Compose original correspondence and written responses upon request and review of other staff members. Enter data into computer systems or databases. Proof data entry and correct errors. Run standard and ad hoc reports as required. Prepare routine or frequently required reports including compilation of data, writing of non-technical narrative, and development of report format and presentation. Track departmental/division purchases and expenditures and prepare summary reports. Determine and code account numbers. Prepare and track vouchers. Schedule the use of City and department facilities with other City groups, citizens, and outside agencies. Assist other staff with accounting/finance questions. Pay invoices through purchase order requisitions; receive against purchase orders. Reconcile purchasing cards for other staff when needed. WORKING ENVIRONMENT: Work is performed in a standard library environment, which includes exposure to dust. Frequent use of technical office equipment including personal computer, document preparation equipment, telephone, and copier/scanners. May involve the ability to move 15 -20 pounds, mobility through diverse work environments, and exposure to stress associated with varied and time sensitive tasks. Exposure to frequent interruptions. May be required to work long or non-traditional hours to fulfill organizational needs, projects, or special circumstances. Work frequently involves confidentiality, reasoning, problem solving, math skills, ability to multi-task, and attention to detail. QUALIFICATIONS: Any combination of education and experience equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework and at least three years of related administrative or secretarial experience. Selection process will include complete job description review, personal interview, computer testing, background investigation, criminal background check, and substance screening.
The CommunityLongmont is an innovative city of 96,000+ people, beautifully located in close proximity to Boulder and Denver. The Library functions under the umbrella of the Community Services department of the City of Longmont, is centrally located and serves the entire community. We value diversity and equity and strive to provide excellent customer service to all.
DEADLINE: ONLINE APPLICATION (required) must be successfully submitted by 11:59 pm on October 28, 2019. An online application process is available for this position on our website at www.longmontcolorado.gov. Resumes are not accepted in lieu of the City Application. For more information, call (303) 651-8609.