Administrative Assistant III - Library

About the role

Responsible for performing moderate-to-complex administrative and technical duties, including discretionary decision-making and specialized knowledge. Independently administers assigned responsibilities ensuring excellent customer service.

Responsibilities

• Provide information regarding division policies and procedures to internal and external stakeholders; update division policies and procedures as directed.
• Offer principle secretarial support to the department; calendaring, note taking, arrange meetings, conferences, and travel.
• Aid with the planning, and execution of events, including but not limited to, set-up and/or break down, coordination of meetings, ordering, shopping for supplies and following up with internal and external stakeholders.
• Maintain official documents and retention; monitor records, ensure storage in system-of-record locations, and follow record destruction policy and procedure.
• Perform record keeping duties to assure fiscal and administrative control of department activities, including but not limited to, detailed tracking of expenditures, verification and payment of invoices, prepare/review/process purchase order requests, verify requisitions, and expense and travel reports; ensure data accuracy and compliance.
• Serve as a first point of contact for the department office; screen telephone calls, incoming correspondence and direct and/or guide visitors to their destination.
• Maintain department inventories for office supplies and uniforms; submit supply and/or uniform orders through the City of Denton contracted vendor(s) websites, maintain list of items, acquire product and track date of distribution, as appropriate.
• Produce, proofread, maintain, revise, and verify data for division documents; prepare agenda items, minutes, resolutions, and other related materials, as directed, or needed by leader.
• May conduct simple-to-moderate research to resolve customer concerns and/or identify specialized materials relevant to division projects.
• Perform administrative processes involving payroll procedures, purchase requests, JD Edwards processes and accounts payable; train employees in administrative processes, as needed.
• Process incoming bankruptcy notices and monthly collection agency bankruptcy reports.
• Serve as recording secretary and provide administrative support for Library Advisory Board.
• Prepare and deliver deposits for the Library Department to Customer Service.
• Track, process, and deliver submitted voter registration forms to County Election Office.
• Receive, track, and process monetary donations and compose and send donation acknowledgement letters.
• Act as department vehicle liaison, coordinating maintenance with Fleet and fuel access for identified staff members.

  Requirements

  • High School diploma or equivalent; and Three (3) years of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters, OR Associate’s Degree from an accredited college or university in Public Administration, Business Administration, Secretarial Science, or related field; and One (1) year of administrative experience customer service, critical-thinking, discretionary decision-making, and handling of confidential matters, OR Any combination of related education, experience, certifications, and licenses will result in a candidate successfully performing the essential functions of the job.
  • Knowledge of City of Denton policies and procedures.
  • Knowledge of office procedures and standard office equipment.
  • Skills in analyzing, researching, and compiling data and thoughts to solve problems.
  • Skills in interpersonal relationships, including using tact, patience, and courtesy.
  • Skills in providing exceptional service to both internal and external customers.
  • Ability to work independently to manage multiple work tasks while balancing competing priorities with attention to detail and in a fast-paced environment.
  • Ability to establish and maintain effective interpersonal relationships.
  • Ability to use software to create spreadsheets and databases, complete word processing, process work orders and access databases.
  • Ability to accurately prepare and maintain records, files, and reports.
  • Ability to handle records and complex situations of a confidential nature.
  • Ability to handle difficult and stressful situations with professional composure and confidentiality.
  • Ability to work independently while handling multiple tasks and changing priorities with attention to detail.
  • Ability to communicate effectively, both in oral and written forms, for the needs of the audience.

  Skills

  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft PowerPoint
  • Microsoft Teams
  • JD Edwards

  Benefits

  Medical, dental, vision, coverage in addition to life and disability insurance plans Employee Health Clinic Paid Vacation Days and Paid HolidaysRetirement Plan EEO STATEMENT City of Denton is an equal opportunity employer. It is City of Denton’s policy to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity. ADA/EOE/ADEA This job description is not an employment agreement, contract agreement, or contract. Management has the exclusive right to alter this job description at any time without notice. E-Verify The City of Denton participates in the federal E-Verify program in order to verify a new employee's authorization to work in the United States. Applicants must be lawfully authorized to work in the U.S. The City of Denton maintains competitive benefit options. Details are available here. 01 Do you believe you meet the minimum qualifications as outlined in the job description? YesNo 02 Please indicate the number of years cash-handling experience you have. Less than 1 year1 year to less than 2 years2 years to less than 3 years3 years to less than 4 years4 years or more 03 Check the boxes next to the systems/software in which you are proficient: Microsoft WordMicrosoft ExcelMicrosoft OutlookMicrosoft PowerPointMicrosoft TeamsJD EdwardsNone 04 How many years of paid, professional-level experience do you have in this field? Less than 6 months6 months to less than 1 year1 year to less than 2 years2 years to less than 3 years3 years to less than 4 years4 years to less than 5 years5 years to less than 6 years6 years to less than 7 years7 years to less than 8 years8 years to less than 9 years9 years to less than 10 years10 years or more 05 Do you possess a Class "C" Driver's License? YesNo Required Question