Administrative Assistant III - Library

Administrative Assistant

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

Essential Functions and Other Important Duties

DUTIES

• Provide information regarding division policies and procedures to internal and external stakeholders; update division policies and procedures as directed.
• Principle secretarial support to the department; calendaring, note taking, arrange meetings, conferences, and travel.
• Assist 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.
• Performs 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.

LIBRARY

• 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.

SUPERVISORY/BUDGET RESPONSIBILITIES

• None.

OTHER DUTIES Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Requirements

EDUCATION, EXPERIENCE AND LICENSES/CERTIFICATIONS

• 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.

REQUIRED SKILLS/ABILITIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Knowledge of City of Denton policies and procedures.
• Knowledge of office procedures and standard office equipment.
• Skill in analyzing, researching, and compiling data and thoughts to solve problems.
• Skill at the intermediate level, working with Microsoft Office 365, and other software systems to complete work.
• Skill in interpersonal relationships, including using tact, patience, and courtesy.
• Skill 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.

CONDITIONS OF EMPLOYMENT

• Must pass a drug test, criminal history background check, and social security number verification.
• If Police Department, must meet civilian hiring standards of the Denton Police Department.

Environmental Factors and Conditions/Physical Requirements

SAFETY

• Perform preventive maintenance on tools and equipment; ensure equipment is in safe operating condition.
• Follow established safety procedures and techniques to perform job duties including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in work area and/or any conditions that are not immediately correctable to supervisor.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

• Safety Sensitive (Subject to random drug testing): No.
• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Lifting no more than 20 pounds and carrying up to 10 pounds.
• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel: Travels to City of Denton buildings and professional meetings as required.
• Attendance: Regular and punctual attendance at the worksite is required for this position. After hours and evening work may be required.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

CORE VALUES

• Inclusive
• Collaborative
• Service-Oriented
• Strategically Focused
• Fiscally Responsible

TOP TIER BENEFITS

• Medical, dental, vision, coverage in addition to life and disability insurance plans
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement 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. 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.