Closing Date: April 30, 2023 - 9:59 p.m.

Sno-Isle Libraries is a large, two-county library district in the beautiful north Puget Sound region of Washington State. District boundaries stretch from rugged timberlands to suburban centers, from rolling farmlands to the ocean vistas. Set in the fastest-growing corner of the state, Sno-Isle Libraries serves more than 800,000 residents through 23 community libraries, online services, Library on Wheels, and our website at www.sno-isle.org.

Sno-Isle Libraries is seeking an organized and detail oriented 15-hr per week Administrative Assistant to support staff with library programming. Some duties include processing contract requests from staff, facilitating contract signing using DocuSign, creating purchase orders, approving payment for programs, and providing process and budget information to staff. Hybrid work is optional.

Job Summary

This part-time position will perform general clerical duties to support the Programming team and to contribute to the effective operation of the Library District's effective providing library services, spaces, and resources that are representative of diverse cultures and perspectives, intentionally inclusive, and accessible to everyone.

We Value Lived Experience

Sno-Isle Libraries is committed to embedding equity into our organization. As we engage in equity work, it’s important to have a good foundation to frame the work and then provide training opportunities to build skills and knowledge.

We value and embrace the unique experiences our staff members bring to the organization and recognize how their experiences improve the service we provide.

Benefits

As a valued member of Sno-Isle Libraries, the person selected for this position is eligible for sick leave, vacation leave, paid holidays, and dental coverage. For more information about these benefits, visit our Employment FAQs webpage.

Essential Functions

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

• Edit and prepare a variety of documents including reports, presentations, spreadsheets, and correspondence.
• Request and track receipt of W9 forms for contracted library programs.
• Provide effective administrative and office support for library administration through a variety of general clerical tasks.
• Perform effective office administration such as creating and maintaining filing systems, maintaining multiple calendars and task follow-up systems to assure timely administrative actions, and developing office procedures and systems.
• Create and facilitate the completion of digital contracts with presenters, performers, and author/illustrators regarding library programs; maintain records of requests and distributions for programming.
• Track use of funds across libraries and provide budget information to staff as needed.
• Assist staff in troubleshooting issues with presenter contract process.
• Create purchase orders for and approve payments for presenters.

Additional Duties and Responsibilities

• Attend meetings, trainings, and workshops as assigned.
• Perform other duties as assigned.
• Assist with special projects as required.

Supervision

This position reports to a District Manager. Supervision is not a regular part of this position.

Knowledge, Skills, and Abilities

• Ability to type 50 words per minute and to produce finished correspondence, documents, and reports using computer-based software applications.
• Strong customer service skills.
• Ability to communicate effectively with diverse audiences.
• Thorough knowledge of established office administration practices and procedures.
• Ability to work independently and to set priorities as well as to maintain integrity of custody of library funds.
• Ability to operate relevant computer systems including hardware and software, such as Microsoft Office, electronic databases, email, and internet navigation in addition to other office equipment and security systems.
• Strong organization and attention to detail.
• Knowledge of or ability to learn DocuSign, MS Office 365, Publisher, and Adobe Acrobat required.
• Knowledge of established library practices and procedures preferred.
• Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.

Education and Experience

• High School diploma or G.E.D. required.
• At least one year of related office administration experience required or equivalent combination of technical training and related experience.

Physical and Environmental Conditions

The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Most of the work is carried out within a generally accessible, safe, indoor environment. While performing the duties of this job, the incumbent is required to operate computers for extended periods of time. The incumbent may occasionally move objects or materials weighing up to 25 pounds.

The incumbent must regularly communicate with coworkers and members of the public. These contacts and situations are deemed to be generally safe and free of undue stress, but require incumbents to be cordial, helpful, and skilled in interpersonal relations with others both in the public and within the Library District.

The following questions will be asked during the application process and will be considered during the application evaluation:

• Creating and maintaining a task tracking system.
• What do you believe is the most challenging part of the administrative assistant role?
• Creating and maintaining effective filing systems.
• Describe your computer and software skills. Be specific about the software you’ve used, your level of expertise, and the types of documents you’ve created with each application.
• Provide an example of your experience with each of the following:
  • creating and maintaining effective filing systems.
  • creating and maintaining a calendar.
  • creating and maintaining a task tracking system.
• Creating and maintaining a calendar.
• Provide a specific example of your experience streamlining or otherwise increasing efficiencies and productivity.

Sno-Isle Libraries is an Equal Opportunity Employer. The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. This and all Sno-Isle Libraries' positions are subject to transfer.