Administrative Assistant I

Administrative Assistant I The filing period for this recruitment is limited to Monday July 27th to Friday, July 31st. Applicants will only be able to submit an application during this time. The Administrative Assistant I (AAI) works in partnership with the Administrative Assistant II (AAII) to staff the front office of the Library Administration offices, Suite 414 in the Civic Center building. The schedule is Monday-Friday, 9am-5pm and is required to be onsite every day. A bilingual candidate (Spanish/English) is preferred. The AAI assists with supporting a wide variety of administrative tasks and their primary roles are acting as lead for the department in preparing materials for Board of Supervisors' meetings and as executive assistant for the Library's two Assistant Directors over Support and Public Services. The AAI also interacts with library patrons visiting Suite 414 and answers the phone. Special projects are assigned and vary in complexity, most projects will support the library's administrative team including event planning and event set up and visiting off site offices and libraries, with minimal schedule adjustments occasionally requested. Training and professional development opportunities are supported by the department, which has a deep commitment to racial equity and an internal staff working group in support. Examples of duties and competencies include: Managing calendars for senior leadership. Preparing documents and reports, and compiling meeting summaries and minutes. Greeting visitors, answering phones, and providing responsive, courteous support to library patrons and community members of all ages and abilities. Ability to juggle multiple responsibilities, from preparing Board of Supervisors materials to supporting special projects. Creativity and project management skills are desired. Expertise using a variety of office technology tools such as digital filing, shared drives, Microsoft 365 and communication tools. Candidate should welcome learning about new digital tools, including AI and project management software. Ability to learn interdepartmental tools and processes in collaboration with other County departments. Highly Qualified Candidate: The highly qualified candidate for the Administrative Assistant I role brings administrative coordination skills, strong verbal and written communication abilities, and a positive, customer service-oriented presence to the Library Administration front office. The ideal candidate is comfortable with multi-tasking and can pivot focus when necessary. They can manage a variety of tasks, visitors, and requests and maintain accuracy and confidentiality. The highly qualified candidate embraces collaborative work and actively contributes to creating a welcoming environment aligned with the department's commitment to racial equity and inclusive service. Knowledge of: Standard office administrative practices and procedures including filing and retrieval systems, business correspondence formats and the operation of standard office equipment. Standard office applications including word processing, spreadsheet software and database systems. Business English including spelling, grammar and punctuation. Basic arithmetic. Some assignments include the following: Basic budgetary principles and practices. Accounting clerical policies and procedures related to the processing, reconciling and recording of financial records and transactions. Procedures and forms related to processing payroll and human resources records. Basic principles and practices of staff supervision. Ability to: Independently perform a variety of routine and complex administrative tasks. Learn the organization, services, programs, policies and procedures of the assigned department, committee or board. Learn basic organization, structure and function of public agencies, including the roles of elected officials and appointed commissions and committees. Maintain highly sensitive and confidential information depending on assignment. Interpret, apply and explain departmental and County rules, regulations, ordinances, policies and procedures. Independently compose letters and other correspondence. Compile and summarize data; prepare reports, correspondence and other materials which may require researching and summarizing information from various sources. Monitor departmental contracts and budget accounts including routine expenditures; perform tracking as appropriate. Provide lead direction and training or formal supervision to others depending on assignment. Process accounting, human resources, payroll and purchasing transactions using an automated enterprise system depending on assignment. Perform basic mathematical calculations. Prepare and maintain accurate and concise records and reports. Communicate effectively both verbally and in written form sufficient to convey information and instructions to the public and other employees in situations requiring tact, courtesy and poise. Establish and maintain effective working relationships with those encountered during performance of duties. Type at an acceptable rate of speed based on the requirements of the position. Minimum Qualifications and Certifications & Licenses: Typically, the equivalent to one year of increasingly responsible administrative support experience relieving managers, supervisors or program administrators of clerical and administrative duties; or three years of increasingly responsible clerical experience. Special Requirements: Candidates selected are subject to fingerprinting by the Sheriff's Department and must pass a Department of Justice LiveScan background check prior to appointment. Bilingual Testing/Certification: To be eligible for a bilingual differential, the successful candidate must possess bilingual skills and must demonstrate proficiency in both Spanish and English prior to appointment. A bilingual proficiency exam will be administered to ensure the candidates possess the appropriate skill level to meet the requirements. The filing period for this recruitment is limited to Monday July 27th to Friday, July 31st. Applicants will only be able to submit an application during this time. This position works full-time on-site. For any questions concerning this position announcement, please contact Alisa Samuel at View email address on click.appcast.io All applicants will receive email notifications regarding their status in the recruitment process. Please be sure to check your spam settings to allow our emails to reach you. You may also log into your governmentjobs.com account to view these emails. Testing and Eligible List: Depending on the number of qualified applications received, the examination may consist of a highly qualified review, application screening, online assessment, written examination, oral examination, performance examination, or any combination to determine which candidates' names will be placed on the eligible list. The eligible list established from this recruitment may be used to fill the current vacancy, and any future vacancies for open, fixed-term, full-time or part-time positions which may occur while the list remains active. Special Requirement LiveScan: Candidates selected are subject to fingerprinting by the Sheriff's Department and must pass a Department of Justice LiveScan background check prior to appointment. Disaster Service Workers: All County of Marin employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. Equal Employment Opportunity Employer: If you have questions regarding equal employment opportunities, please contact Roger Crawford, Equal Employment Opportunity Director, at View phone number on click.appcast.io.