Administrative Specialist, Child and Family Library Services

About the role

The Administrative Specialist supports the Child and Family Library Services Department, working closely with a manager, supervisors, and more than 20 staff members. This role offers a wide variety of responsibilities where no two days are exactly alike. This job is a great fit for someone who enjoys building relationships, communicating with a variety of people, staying organized amid shifting priorities, and contributing to the work Child and Family Library Services does to support our communities.

Key Responsibilities

• Provide administrative support for budget tracking, planning, reporting, and document maintenance.
• Manage purchasing transactions, including credit card receipts, statements, purchase orders, vendor communication, delivery tracking, and department purchasing records.
• Cookout outreach and programming logistics, including materials, venues, catering, and multi-department collaboration.
• Aid in continuing education processes, including forms, documentation, and reporting.
• Aid in organizing department supplies, equipment, program materials, and children's materials.
• Schedule meetings, reserve spaces, prepare supporting materials, and track program attendance data.

District Programming Support

• Cookout stages of the district programming process for the Child and Family Library Services Department.
• Cookout with program hosts and create department program documents.
• Maintain programming information in LibCal and support website event publishing.
• Aid in event content, proofreading, and quality control of department materials.
• Cookout programming event logistics, including materials, venues, catering, and customized details.
• Cookout with event content, proofreading, and quality control of department materials.
• Attend Programming Strategy meetings and support contracts or licenses with outside presenters as needed.

Communication Support

• Communicate regularly with managers and supervisors, including occasional confidential or non-routine information.
• Serve as a liaison with Finance, Facilities, other district departments, administrative specialists, outside vendors, and community organizations.
• Aid in department projects, cross-functional initiatives, and related work as assigned.

Qualifications

• Three to five years of similar or related experience such as Office Coordinator, Operations Assistant or Office Assistant.
• 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 sensitive nature.
• Work may involve motivating or influencing others.
• 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.
• Advanced customer relations skills.
• Professional demeanor.
• Ability to maintain confidentiality and use tact and discretion in the conveyance of confidential information.
• 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 written reports.
• Committed to providing outstanding and personalized customer service to patrons, coworkers and customers.
• Ability to work a flexible schedule to prepare for and assist in occasional meetings/events/deadlines that may deviate from normal weekly schedule.
• Ability to travel between facilities.
• Strong attention to detail and excellent organizational skills with the ability to prioritize and balance multiple tasks/projects independently to meet deadlines.
• Ability to focus on the customer, show integrity, be inclusive, enjoy learning and have fun.
• Excellent verbal and written communication skills.
• Ability to successfully work with varying demographics.
• Valid Driver's License with an acceptable driving record meeting district standard.