Executive Assistant

Executive Assistant

The Executive Assistant provides administrative support to the Board of Library Trustees of the Palos Verdes Library District, and the District Director. The Executive Assistant also supports the activities of the various committees established by the Board of Library Trustees or District Director, provides administrative support to the fundraising efforts of the Peninsula Friends of the Library, and provides services to the public as a participant in the District's Passport Acceptance, Notary, and Meeting Room Rental services. The Executive Assistant provides back-up reception services (telephone and in-person) at times when the reception desk is not staffed, supervises clerical/secretarial staff and volunteers as assigned, and performs other administrative duties as assigned by the District Director.

This is the advanced-level class in the Administrative Assistant series. In addition to the above, incumbents provide support to the Board of Library Trustees and the District Director's office, including preparing, distributing, and filing agenda materials and minutes for Board meetings; developing and implementing systems for maintaining and providing access to public records; maintaining records of Board actions; ensuring proper legal notification of Board, and committee meetings; recommending changes to Board policies and procedures; maintaining and publishing the Board of Library Trustees Policy Manual; and ensuring District compliance with relevant legislation, including the Brown Act and Public Records Act. Incumbents may also provide support for the District's fundraising and community outreach activities, including maintaining confidential donor records, administering donor recognition programs; preparing and distributing publicity materials; and organizing and coordinating programs and events. Appointment to the Administrative Assistant III class requires a District opening and that the employee demonstrate the ability to perform the full range of duties of the higher class and meet the qualification standards for the higher class.

Board of Trustees, District Director, and Committee Support

• Provides administrative and secretarial support to the Board of Library Trustees and District Director, includes preparing documents and correspondence, making travel and meeting arrangements, screening and distributing incoming mail and telephone calls, maintaining calendars, and scheduling meetings and appointments.
• Organizes and maintains confidentiality of documents, records, communications and information. Purges files as required.
• Prepares and distributes agendas, board packets, minutes, and other official documents for the Board of Library Trustees and Board Committees in compliance with the Brown Act and other relevant legislation.
• Makes all necessary arrangements for meetings of the Board of Library Trustees, Board Committees, and committees reporting to the District Director, including the Library Advisory Committees (meeting notices, room reservations, and setup, etc.).
• Distributes agendas and minutes of library support groups to the Board of Library Trustees, and maintains on file for the District; ensures agendas and minutes of Board of Library Trustees meetings are posted on the District website in a timely fashion.
• Maintains the District's policy and procedures documents. Ensures all policies are promptly updated and made available via the District's website, and that staff and Board of Library Trustees have access to current policy and procedure information. Provide Board of Library Trustees with hard-copy policy manuals and updates as required.
• Ensures that the District is in compliance with all legal requirements related to Board of Library Trustees activities and operations, such as the Brown Act, Conflict of Interest, Ethics, record-keeping, etc.

Administrative Support

• Screens calls, visitors, and mail; assists in applying regulations, policies, procedures, systems, rules, and precedents in response to inquiries from public; enters/tracks public calls into appropriate computer databases; directs callers to appropriate District staff via switchboard; assists public at front counter and directs public to appropriate locations/staff.
• Plans, organizes, and carries out administrative assignments and special projects related to assigned area of responsibility including assisting with the procurement process, planning, and implementation; maintains accurate and detailed records; verifies accuracy of information; researches discrepancies and records information.
• Administers meeting room reservations; ensures appropriate documentation is completed; and processes payments.
• Compiles and reports the District's operational statistics including preparation of monthly statistical reports to the Board of Library Trustees and outside agencies.
• Composes, types, transcribes, researches, formats, and proofreads a wide variety of correspondence, minutes, reports, letters, and memoranda; types from rough drafts, verbal instructions, or transcribing machine recordings; checks drafts for punctuation, spelling, and grammar; makes or suggest corrections to drafts.
• Makes copies; collates materials; files copies of letters, memoranda, reports, and other materials in department and/or central files.
• Maintains the District's administrative records and files (including both hard copy and electronic records). Develops and administers appropriate filing systems and record retention schedules and processes. Ensures files are current and documents are filed promptly.
• Ensures that Executive Assistant's work area and the file room are maintained to a high standard of cleanliness and organization.
• Provides "back up" reception services (in-person and telephone) as requested by the Director - Finance and Administration at times when the reception desk is not staffed (e.g. vacations, illnesses, and breaks).

Community and Public Relations

• Participate in the planning and administration of PVLD's annual art event. Develop and administer procedures for receiving and returning artists' submissions.
• Develop and maintain a database of community organizations and contact information.
• Maintain complex databases, spreadsheets, and mailing/distribution lists and administer mailings (including email) in support of the PVLD's Community Relations and Marketing Programs.
• Assist the Public and Media Relations specialist with the preparation and distribution of publicity materials (e.g. flyers, newsletters, media releases).

Fundraising and Revenue Enhancement Support

• Receive and process gifts/donations from the public and ensure donors receive appropriate and timely acknowledgement (thank you letters, donor board, etc.)
• Assists with and performs a variety of public relations, community outreach, and special event planning activities; serves on various committees; maintains calendars of events and programs; develops and maintains a database of community organizations and contact information; maintains mailing and distribution lists and administers mailings in support District events and programs.
• Assists with the preparation and distribution of publicity materials, such as flyers, newsletters, and media releases.
• Assist the Peninsula Friends of the Library to develop and maintain confidential databases of library supporters (i.e. members of library support groups, volunteers), donors, and prospective donors and their contact information. Administer mailings (including email) in support of PVLD's fundraising activities, including support for the Peninsula Friends of the Library's membership and other fundraising programs.
• Assists with and participates in a variety of fundraising and revenue enhancement support activities; develops and maintains a confidential database of library supporters, donors, and prospective donors, and gifts and donations; administers mailings in support of fundraising activities.
• Acts as a certified Passport Acceptance Agent; processes passports, such as collecting documents and information required by the National Passport Office; performs all administrative functions related to passport processing, such as photos, mailing, postage, and completing transmittal reports. Contribute ideas for enhancing the Passport Service and community awareness of the service.
• Participates in the District's notary service; notarizes documents in accordance with all legal requirements.
• Perform other duties as assigned.

Qualifications

Knowledge of:

• Techniques for providing a high level of customer service to the public, volunteers, vendors, contractors, and District staff in person and over the telephone.
• Organization and function of public agencies, including the role of an elected District Board and appointed boards and commissions.
• Applicable codes, regulations, policies, technical processes, and procedures related to functional area of assignment.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Business arithmetic and basic statistical techniques.
• Basic principles of record keeping; including automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure.
• Computer applications related to the work, including word processing, web applications, database, and spreadsheet applications.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Project coordination and implementation procedures.
• Knowledge of laws and regulations related to public agency governance and operations such as the Brown Act, Public Records Act, etc.

Ability to:

• Perform responsible administrative and secretarial support work with accuracy, speed, and minimal supervision.
• Provide varied, confidential, and responsible secretarial and office administrative work requiring the use