Clerical/Admin - Administrative Assistant

Sonoma County Library Announces an Employment Opportunity E-H ADMINISTRATIVE SPECIALIST- HEADQUARTERS *EXTRA-HELP (E-H) *Not to exceed 960 hours in one fiscal year We are seeking a detail-oriented and collaborative Extra-Help Administrative Specialist to join our team at Sonoma County Library Headquarters. The ideal candidate is highly organized, adaptable, and customer service-focused, with strong administrative skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. To be considered for this opportunity, applicants must complete the Supplemental Questions. Candidates who successfully complete the interview process will be added to a pre-qualified list and may be considered for other vacancies that arise in the next twelve months. ABOUT THE POSITION: This non-benefited Extra-Help Administrative Specialist position will provide administrative support to the Executive Services Division and Fund Development Department at Sonoma County Library Headquarters. This position assists Executive Services by performing a variety of clerical and administrative duties, including data entry, project creation, tracking and maintenance, email correspondence, report/survey preparation, filing, research, and analysis, as well as other assigned responsibilities. The position will also provide administrative support to the Fund Development team by assisting with a variety of tasks including data entry, donor acknowledgement, and event invitation mailings (print and electronic), and assist in the preparation, execution, and staffing of Board meetings and donor events, among other duties. Please see the below class specifications for full details about this position. SALARY RANGE: $39.24/hour, no benefits CLOSING DATE: 11:59pm, Tuesday, August 18, 2026 FLSA: NON-EXEMPT ADMINISTRATIVE SPECIALIST Represented DEFINITION 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. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from Library Director or other assigned manager. May provide training and work direction to support staff, contractors, and/or volunteers. CLASS CHARACTERISTICS This is a full 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 the Library Director or an assigned manager, 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. EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only) Each incumbent in the classification may not perform all the duties listed below depending upon the program(s) for which they are responsible. Provides administrative support to Library Director or other assigned manager and departmental staff by assisting with duties of a complex nature; acts as a liaison between management, library staff, and library users in support of library programs; manages calendars, 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. May evaluate staff schedule assignments and coordinate scheduling to ensure efficient branch operations. May serve as back up for the Assistant to the Library Commission. May reconcile timesheets for extra help staff. 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; monitors and follows up on project status. Confers with management professionals and others in order to gather necessary information to assist in the preparation and submission 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 department 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 library user 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 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, library users, organized employee groups, and representatives of various organizations. Performs other duties as assigned. COMPETENCIES 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 library and 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, 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 library users, 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 and maintain working relationships with those contacted in the course of work. QUALIFICATIONS Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Education and Experience: Four years of administrative experience combined with two years of college coursework in library science, education, business/public administration, finance, human resources, management, or a related field; or any combination of technical training, education, and/or experience which would provide the necessary knowledge and abilities. 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, and competing priorities. Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures in a variety of settings. Employees may come into contact with abrasive or disruptive people. WORKING CONDITIONS May be required to work flexible schedules including evenings and weekends. #J-18808-Ljbffr