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Sonoma County Library

Announces an Employment Opportunity

ADMINISTRATIVE SPECIALIST/NON-CONFIDENTIAL – PROGRAMS & EVENTS

ROHNERT PARK HEADQUARTERS

40 HOURS PER WEEK – FULL TIME

Under the general direction of the Youth Services Administrator, this position is responsible for helping to plan and coordinate events for all ages held in library facilities, as well as with the mobile library van. This position assists with the promotion of library events and services, develops and coordinates promotional materials (print and online), communicates with community partners, vendors and stakeholders, and assists with the procurement of supplies to support library events, and will drive the mobile library van as needed.

Spanish Bilingual Skills Preferred – Please complete the required supplemental questionnaire.

THE POSITION:

Please see the attached job specifications for full details about this position.

Under general supervision, this full-time, benefited position provides excellent customer service, performs a variety of paraprofessional administrative and specialized program support duties of considerable complexity, and other duties as required.

TYPICAL TASKS include, but are not limited to:

Prepare and analyze data

• Prepare and maintain a variety of data-driven records and reports, including statistics for event attendance and record keeping of performers’ and speakers’ fees
• Under direction, develop and maintain a database of presenters and performers
• Gather, tabulate, display, and assist in analyzing data, draft reports, tables, and other documents, and answer correspondence
• Assist in preparing internal communications necessary for execution of events such as print requests, work orders, help tickets, budget reports, activity reports, and statistics

Provide assistance for Public Services events & programs

• Under direction, work closely with staff to deliver a coordinated offering of events, programs and exhibits for the public, both inside and outside library buildings
• Inventory program supplies for in-branch events and the mobile library. Procure and coordinate purchasing of supplies for all events and programs when necessary.
• Schedule and cancel events, issue contracts to performers, maintain calendars, handle room scheduling, and coordinate availability of equipment, presentation aids, and mobile van
• Assist with preparation of displays, bibliographies, or other suitable materials to support event topics
• Assist with coordination and maintenance of event calendars
• Attend events, as needed, to ensure efficient operation

Provide general administrative duties

• Prepare reports, compile and analyze statistics
• Provide budget information to Budget and Finance by keeping records and developing reports to track the business activities of the position
• Identify opportunities for media coverage
• Assist with distribution of marketing materials
• Participate in Marketing Team meetings, and present data to assist managers in making operational and administrative decisions

MINIMUM QUALIFICATIONS:

Education and Experience: Equivalent to graduation from an accredited four-year college or university with major coursework in library science, education, business or public administration, finance, human resources, management, or a related field, and two (2) years of administrative or programmatic experience.  Valid driver’s license is required, as this position will be driving the mobile library van as needed.  A 5-year DMV printout must be submitted at the time of hire.

SALARY RANGE:                 Administrative Specialist/Non-Confidential – $31.62/hour to $39.48/hour

CLOSING DATE:                   5:00 pm, Thursday, November 12, 2020

APPLICATION PROCESS:  Please go to https://www.calopps.org/sonoma-county-library

to apply.  Applications must be complete and submitted by the final filing date in order to be considered.  Resumes will not substitute for a completed application.

The application process may contain one or more of the following steps: a supplemental application, written test(s), skills assessment(s), and/or oral examination(s). 

RECRUITING PROTOCOL IN RESPONSE TO CORONAVIRUS COVID-19:

Pursuant to California Governor Newsom’s Executive Order N-29-20 issued on March 17, 2020, and all applicable COVID 19 Shelter in Place Orders issued by the Sonoma County Health Officer, the recruiting process including interviews, testing, etc. will be held via teleconference or online, if possible, unless changes occur in the state and/or county health order.

REQUEST FOR ACCOMMODATION: Sonoma County Library will make reasonable accommodations in the recruitment process to accommodate applicants with disabilities. If you are invited to participate in an examination or interview and have a disability for which you require an accommodation, please contact the Human Resources Department at (707) 545-0831 extension 1591 or dkatzung@sonomalibrary.org as soon as possible to make arrangements for your accommodation. Requesting accommodations at least 3 working/business days before the scheduled event will help to ensure availability. For further information regarding disability accommodations provided by the Library and related matters, see the Library’s website at https://sonomalibrary.org/accessibility.

The Sonoma County Library is an Equal Opportunity Employer

ADMINISTRATIVE SPECIALIST

Under general supervision, provides excellent customer service, performs a variety of paraprofessional administrative and specialized program support duties of considerable complexity requiring thorough knowledge of the assigned program or department, its procedures, and operational details; provides administrative support to management, departmental staff, and professional library staff; performs research on a wide variety of special and ongoing projects; composes and prepares correspondence, reports, and presentations using considerable judgment in content and style; plans, organizes, and coordinates program activities; provides assistance for a wide variety of assignments related to the administration of grants, personnel, accounts/budgets, contracts, research projects, and department programs; and performs other duties as required.

Receives general supervision from assigned supervisory or management staff.  May provide training and work direction to support staff, contractors, and/or volunteers. 

Class Characteristics

This is a journey-level class, responsible for performing complex administrative and program support duties, including assisting in department-related projects and programs.  Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with a high degree of independent judgment, tact, and initiative.  Incumbents are typically responsible for the coordination of a program or activity, under the oversight of a member of management, who establishes the policy and working procedures of the function.  Employees in this classification may coordinate and lead the work of support staff, contractors, and volunteers.  This class is distinguished from the Accounting Coordinator in that the latter performs a variety of technical, accounting, and administrative duties in support of Library financial functions such as processing accounts receivable and accounts payable. 

Examples of typical JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Provides administrative support to managers and departmental staff by assisting with duties of a complex nature; acts as a liaison between management, library staff, and the public in support of library programs; participates in meetings and presents data to assist managers in making operational and administrative decisions. 

• Schedules and/or coordinates program and departmental activities and meetings, including preparing agendas and informational packets, arranges for necessary room set-up and materials to be available at meetings, taking minutes, assigning action items, and maintaining calendars.

• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects.
• Confers with management professionals and others in order to gather necessary information to assist in the preparation of narrative and statistical reports and resulting recommendations.
• Trains or orients staff and others in assigned areas in program activities, and in the use of documents, data, or library automated systems; researches and corrects problems.
• Tracks expenditures and monitors program and/or departments budgets; reviews and submits invoices; participates in and coordinates purchasing for the program and/or department.
• Assists in reviewing and monitoring federal, state, and other grant programs; assists in preparing or coordinating applications for such grants; assists in the bidding and contracting process including contract review and monitoring activities.

• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.

• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
• Prepares and processes reports, forms, and grant applications; creates records, requests for payments, purchase orders, invoices, contracts, and agreements.
• Develops and implements filing, indexing, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.

• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities.

• Coordinates and integrates department services and activities with other Library departments, programs, and outside agencies.

• Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
• Assists in various aspects of general administrative processes such as purchasing, facilities, operations, office automation, safety, personnel, customer service, and public information.
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups, and representatives of various organizations.
  • Performs other duties as assigned.

COMPETENCIES

Knowledge of:

• Principles and practices of library administration management and government.

• Basic principles, practices, and procedures of funding sources and grant funds disbursement.

• Project and/or program coordination, research processes, and report preparation techniques.
• Municipal programs such as, but not limited to, purchasing, finance, budgeting, and other related governmental programs.
• Organizational practices as applied to the analysis, evaluation, development, and implementation of programs, policies, and procedures.

• Basic principles and practices of public administration as applied to operational unit and library program administration.
• Basic principles and practices of fund accounting and public agency budgeting.

• Research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of library programs, services, and administration.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Public relations techniques.

• Principles and practices of contract administration and evaluation and budget tracking.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned program or department.
• Record keeping principles and procedures.

• Modern office practices, methods, and computer equipment and applications related to the work.

• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for effectively representing the Library in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Library staff.

Ability to:

• Assist in the development of goals, objectives, policies, procedures, and work standards for the department.
• Coordinate and oversee programmatic administrative, budgeting, and fiscal reporting activities.

• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Plan, organize, and carry out assignments from management staff with minimal direction.
• Conduct research on a wide variety of administrative topics including grant funding, contract feasibility, budget and staffing proposals, and operational alternatives.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.

• Evaluate and develop improvements in operations, procedures, policies, or methods.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.

• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local policies, procedures, laws, and regulations.

• Establish and maintain a variety of filing, record keeping, and tracking systems.

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate and maintain modern office equipment, including computer equipment and specialized software applications programs.

• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Qualifications

Education and Experience:

Equivalent to graduation from an accredited four-year college or university with major coursework in library science, education, business or public administration, finance, human resources, management, or a related field, and two (2) years of administrative or programmatic experience.

Licenses and Certifications:

None.

Physical Demands

Must possess mobility to work in a standard office and library setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; hearing and speech to communicate in person, before groups, and over the telephone.  This classification primarily works indoors and requires movement between work areas.  Finger dexterity is needed to access, enter, and retrieve materials and data using a computer keyboard or calculator and to operate standard office equipment.  Positions in this classification occasionally bend, stoop, kneel, reach, push and pull drawers open and closed to retrieve and file information.  Positions in this classification occasionally lift and carry reports, records, and materials that typically weigh less than twenty-five (25) pounds.

Environmental Elements

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

May be required to work flexible schedules including evenings and weekends.

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