The San Mateo County Libraries seeks an experienced, reliable, and self-motivated Library Administrative Assistant I/II.
The successful candidate is an enthusiastic team player who is able to handle multiple projects simultaneously in a fast-paced environment. Under general supervision, the incumbent performs varied and complex administrative support tasks in support of the Library's Executive Team.
Reporting to the Director of Library Services, the Library Administrative Assistant will need to develop a good working knowledge of library administration policies, and procedures. The individual selected for this position should possess excellent organizational skills, enjoy delivering warm and welcoming customer service both internally and externally, and represent the library in a professional way when interacting with the public, other library staff, city and county executives, and elected officials.
The salary range for Library Administrative Assistant I is $69,264 - $86,570 annually.
The salary range for Library Administrative Assistant II is $78,686 - $98,384 annually.
We respect, value, and celebrate diversity, and bilingual skills are always desired.
San Mateo County Libraries
San Mateo County Libraries is a Joint Powers Authority comprised of the cities of Atherton, Belmont, Brisbane, East Palo Alto, Foster City, Half Moon Bay, Millbrae, Pacifica, Portola Valley, San Carlos, Woodside, and the unincorporated areas of San Mateo County, a service area with approximately 279,000 residents, 65% of whom have library cards. For more information about San Mateo County Libraries, please visit www.smcl.org.
Proud to consistently be named one of the top-rated libraries in the nation, we are champions of learning, sharing, and exploration of open minds, new ideas, and bright futures. It is our mission and our passion to strengthen our community by creating an inclusive sense of place and an environment for learning. We seek enthusiastic team players, creative risk takers, and flexible individuals who proactively search for new opportunities to make public library services relevant to all members of the community. Successful candidates will be excited about new challenges, eager to learn, and energized by working with people from a variety of backgrounds.
To learn more about San Mateo County Libraries, click here!
Examples of Duties:
Duties may include, but are not limited to, the following:
- Assist in the development and implementation of the Library's administrative goals, priorities, policies, and procedures; ensure established goals and deadlines are achieved.
- Attend and participate in professional and community meetings involving regular contact with the JPA Governing Board and Operations Committee, business or community organizations, and others to exchange information and explain library policies and procedures.
- Research and respond to inquiries by Library JPA Governing Board and Operations Committee members.
- Research and compile a variety of informational or statistical material from sources both inside and outside the office; summarize such information as necessary.
- Provide information and resolve public complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.
- Organize and attend executive meetings by preparing agendas and required informational materials.
- Create, review, and prepare a variety of documents for the JPA Governing Board and Operations Committee members, including policies, contracts, etc.
- Assist with the development and administration of the department's budget and annual reports; may prepare or maintain statistical, fiscal, or payroll information.
- Provide varied, responsible, and often confidential and administrative assistance to high-level management and other associated supervisory and professional staff.
- Organize and manage administrative files, including the implementation of a document management system and retention policies.
- Record and report meeting proceedings and JPA memos; prepare minutes and distribute information resulting from Governing Board and Operations Committee meetings and ensure compliance with public notice requirements.
- Conduct analytical studies of organizational, budgetary, administrative, or other areas for San Mateo County Libraries.
- Analyze data from multiple sources and present information in easy-to-understand and visually appealing formats.
- Collect and analyze library performance measures.
- Perform related duties as assigned.
QUALIFICATIONS
Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to qualify is at least two years of executive assistant experience, including providing complex administrative support to management staff.
Knowledge, Skills, and Abilities:
- Basic organizations and function of public agencies, including the role of Joint Powers Authorities, elected officials, governing boards, and appointed committees.
- Administrative principles and practices, including goal setting, project management, program implementation, and evaluation.
- Techniques for handling demanding situations with diplomacy and tact while working with library staff, government officials, and the public; including maintaining a positive public image under stressful situations.
- Interpret, apply, and explain complex policies and procedures using tact, discretion, initiative, and independent judgment within established guidelines.
- Maintain flexibility in a challenging and changing work environment.
- Establish and maintain effective, professional, and cooperative relationships with co-workers. Provide and promote a high level of public service.
- Record keeping, report preparation, filing methods, and records management techniques.
- Excellent communication skills including strong verbal and written skills.
- Excellent interpersonal and problem-solving skills.
- Strong analytic and research skills.
- Creativity, curiosity, and a sense of humor.
APPLICATION/EXAMINATION
Anyone may apply. Current San Mateo County employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help, or term position prior to the final filing date will receive five points added to their final passing score on this examination.
Application materials will include a completed County Employment Application form, responses to the Supplemental Questionnaire, and a Cover Letter that you will attach to the Application.
In your cover letter please describe your interest in the position and why you desire to work for the San Mateo County Libraries.
The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application, responses to the supplemental questions, and the required cover letter. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). A written examination component may accompany the panel interview process.
Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.
IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply Online" button. If you are not on the County's website, please go to http://jobs.smcgov.org to apply.
Recruitment Schedule (Tentative)
Final Date to Apply: January 27, 2021
Application Screenings: January 28 and 29, 2021
Civil Service Interviews: February 9 and/or 11, 2021
At the County of San Mateo, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community's needs.
The County is proud to be an Equal Opportunity Employer.
Analyst: Chet Overstreet (01142021) - Administrative Assistant I/II - E029/E091