Administrative Specialist III - R14819

Department: Libraries & Historical Resources About Our Job Initiates dynamic administrative assistance to the Director of Libraries and Historical Resources and performs complex and varied assignments, using independent decision‑making skills. Provides excellent service to external and internal customers, supports robust collaboration across departments, with library groups, community agency representatives, and the general public. Contributes to a culture characterized by respect and commitment to exemplary customer service. Job Description: Administrative Support - Acts as central point of contact for Libraries & Historical Resources Administration Manages communication between Director and members of Libraries & Historical Resources staff: reviews reports and correspondence from staff to Director and initiates response; replies to inquiries and responds to requests from County Commission, County Administrator, Deputy County Administrators, Library Advisory Board, Library Foundation Board, Friends of Library groups, and co-workers. Assists with communication with and coordination of initiatives with community partners: donors; community agencies; literacy groups; school representatives; arts organizations; foundations; businesses; regional/state/national library associations; County citizens, and others to coordinate activities in a professional, timely manner. Prepares messages from Director to staff. Represents the Director and Department in meetings, serves on committees or task forces. Supports the Director’s responsibilities for Libraries and Historical Resources with event planning and celebrations. Customer Service – Acts as the Director’s liaison to internal and external customers Manages all interactions with diplomacy, courtesy and respect; exercises sound judgment; responds to inquiries and refers calls to appropriate responder; provides informed response to policy, legal or regulatory issues; alerts Director and co-workers of urgent and potentially sensitive situations with external and internal customers. Provides assistance to other departments, divisions and employees; collaborates in team and community activities Serves as the central point of contact for Libraries and Historical Resources Administration: handles phone calls, monitors and responds to e-mails; manages the Director’s calendar, drafts correspondence and coordinates with Director to provide timely, appropriate responses. Project Management - Acts on behalf of the Director to facilitate projects and initiatives Leads special assignments; conducts research; drafts reports; communicates with project teams; tracks status. Manages digital and paper files organizes, maintains and archives department documentation; assists Director with access to and updating “working” files to prepare for meetings; coordinates with Managers for transfer and sharing of files between Department and Divisions; prepares files for archive and maintains retention records. Coordinates training registration and attendance, travel arrangements, and documentation. Proposes process improvements to enhance operations, improve procedures and formalize standards of operation Facilitation – Acts as Director’s liaison to Management Team and similar committees and teams Serves as the Director’s liaison to the Management Team: prepares schedule of annual meetings (twice/month); contacts discussion leaders and guests in advance of meetings; composes and distributes agenda; participates in meetings; drafts, distributes and archives meeting notes; maintains descriptive “parking lot” topic list, with date scheduled/required discussion time; participates in facilitator rotation and as needed. Leads and/or participates in planning for special events. Staff Development Participates in learning opportunities, such as cross training in other service units and leads training of co-workers. Pursues opportunities for continuing professional development of self and others. About You Minimum Qualifications: An Associate’s Degree from an accredited college or university and 4-6 years of secretarial or administrative experience with some executive exposure. Year-for-year experience may substitute for the college degree. Preferred Qualification: Advanced Professional Certification highly desirable. Job Competencies: Excellent customer service skills: ability to handle challenging customer service situations with diplomacy for positive resolution. Advanced writing/verbal communication skills; ability to speak on behalf of Department Director, draft correspondence and reports. Fluency in computer functions, including standard software (Examples: Word, Excel, Outlook, PowerPoint, Publisher); willingness to train for proficiency in Department-specific platforms. Excellent time management and scheduling skills - for self and to assist Director and Management Team members. Ability to conduct research, evaluate information, prepare executive summary-style presentations (documents, power-points, etc.). Ability to maintain records and files, including developing systems and procedures for archiving documents and information. Facilitation skills related to effective interaction with: Commissioners; County Administration; members of Library Advisory Board; Library Foundation Board and Friends Boards (9); representatives of regional/state/national library organizations; representatives of community partner agencies; library customers; members of the general public. Ability to organize meetings, including scheduling, agenda development, facilitation, preparation of notes, follow-up activities. Knowledge of and skill in building a collaborative work environment (with diverse co-workers, colleagues and agency partners). Ability to learn quickly and apply new skills and knowledge in a rapidly evolving, customer service organization. Subject to Passing Substance Screening: This position is subject to passing a pre-employment substance screening. An applicant who fails to pass a required drug screening test shall be disqualified from employment in any class for a period of five (5) years. About Everything Else Pay: $18.32 – $23.36 This Posting is currently Open Until Filled #J-18808-Ljbffr Sarasota County Government