Division Administrative Assistant - Equity & Social Impact

About the role

The Division Administrative Assistant supports the Director of the Equity and Social Impact department, ensuring the executive is prepared, information flows smoothly, and projects move from concept to completion. This role serves as a trusted operational and strategic partner, supporting complex work with organization-wide impact.

Responsibilities

• Prepares meeting agendas and minutes.
• Manages Director’s schedule.
• Orders supplies and equipment for assigned area and analyzes appropriate purchase sources.
• Prepares budget requests, and creates and maintains budget expenditure tracking process.
• Creates and maintains files including statistical reports for assigned areas.
• Answers phones and addresses and/or distributes messages as needed.
• Receives and distributes mail.
• Composes, types, and edits a variety of correspondence, reports, memos, and other material.
• Manages departmental documents and records, establishing and maintaining filing systems.
• Captures and tracks pertinent data to meet information and reporting needs.
• Performs special projects as assigned.

Requirements

• Graduation from high school or GED equivalent.
• One to two years’ experience in office assistance including computer software.
• Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position.

Core Competencies

• Customer Focus: Primarily focused on customer needs, delivering high-quality, value-added services.
• Organizational Competencies: Valuing diversity, exercising best judgment, trustworthiness, and professional standards of conduct.
• Professional & Technical Knowledge: Demonstrates proficiency in professional and technical skills/knowledge in position-related areas.
• Core Competencies: Approachability, Interpersonal Savvy, Communicating Effectively.

Desired Minimum Qualification

• Education and Experience: Graduation from high school or GED equivalent, higher education or vocational training in office software, secretarial science, or related field, one to two years’ experience in office assistance including computer software.
• Knowledge and Skills: Adept multitasker, managing several projects at once, demonstrated time management skills, highly organized and detail-oriented, considerable knowledge of standard office software and equipment, maintains confidentiality and communicates with tact and discretion, flexible and adaptable to changing needs, clearly, succinctly, and effectively communicates ideas verbally and in writing.
• Physical Demands and Work Environment: Work is performed in a normal office environment. Some travel to branch libraries is required.

King County Library System (KCLS)

KCLS has a vision of a world where knowledge allows diverse communities to prosper and grow. KCLS is committed to creating opportunities through meaningful connections by acting as the knowledge sharing center for over 1.6 million diverse patrons, providing an unparalleled collection of library materials, resources, technology, services, and programs. KCLS values the diverse perspectives, lived experiences, and cultures of all qualified individuals and encourages individuals of all backgrounds to apply.