Administrative Assistant - John P. Holt Brentwood Library

Seeking candidates for Administrative Assistant at the John P. Holt Brentwood Library, Brentwood, TN

John P. Holt Brentwood Library

The City of Brentwood seeks self-motivated and detail-oriented professional with excellent computer literacy to join its team as the Administrative Assistant (also called Administrative Services Coordinator) for the John P. Holt Brentwood Library.

As the Administrative Services Coordinator you will be responsible for performing governmental administrative services and providing general support to the Library Director and Assistant Library Director. This position involves a variety of financially oriented responsibilities, as well as answering the phone and relaying messages, working with various boards and commissions, and using various software programs and online databases to organize and report data for the Library.

• Assisting Library boards and commissions with fund requests, printing board reports and policy manuals, and providing guidance on State regulations and legislation.
• Communicating with Library and other City of Brentwood staff and assisting the public with needs related to the Library.
• Financial coordination and organizational tasks such as reconciling credit card charges, assisting staff with and reviewing timesheets, coding Library invoices for processing, and carrying out checks and balances for Library funding accounts.
• Assists in planning and preparing for meetings, employee activities, and emergency response by scheduling events, coordinating activities, notifying participants, facilitating event setup, ordering food and provisions, recording meeting minutes, maintaining records, or other tasks as necessary.

• Has a positive attitude and respects diversity.
• Is goal and deadline oriented.
• Has budget management experience including the use of related software.
• Values lifelong learning and the opportunity to enrich others’ lives.
• Is proactive and able to take initiative and anticipate needs.
• Has exceptional and proven government and administrative skills including providing the best possible customer experience for library patrons, respecting the policies established by a working Board and understanding the nuances of the local community which may impact leadership decisions.

High school diploma (or GED) required, with training in administrative skills and extensive experience in office administration. Has working knowledge of State regulations and legislation to assist in Library compliance. Proficient use in Microsoft 365, particularly Excel, OneDrive, and SharePoint. Equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job may be considered.

• Medical
• Sick Leave
• Paid Holidays
• Life and AD&D
• Short-Term Disability
• YMCA Membership
• Retirement (Pension) Program
• Group Health & Life Insurance
  • Medical
  • Vision
  • Dental
  • Life and AD&D
• Employee Assistance Program
• Transportation Supplement
• Vision
• Library Membership
• Attendance Bonus
• Vacation
• Long-Term Disability
• Deferred Compensation
• Longevity Bonus
• Bank/Credit Union Membership
• Tuition Reimbursement Program
• Dental

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of automated office machines which includes but not limited to a computer, printer, postage meter, copy machine, calculator, telephone, etc. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to fifty pounds of force occasionally, and/or up to twenty-five pounds of force frequently. Physical demand requirements are at levels of those for some sedentary with regular physicals demands daily such as walking, pushing, pulling, tugging, carrying heavy boxes, stooping, and reaching.

DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional, technical, structural, or compositional characteristics (whether like or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability of speaking and/or signaling people to convey or exchange administrative information. Includes giving assignments and/or directions to co-workers.

LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures related to the job of Administrative Secretary. Requires the ability to write reports with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and a well-modulated voice.

INTELLIGENCE: Requires the ability to learn and understand basic to complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to the job of Administrative Services Coordinator.

VERBAL APTITUDE: Requires the ability to record and deliver information to supervisors and officials; to explain procedures and policies; and to follow verbal and written instructions, guidelines, and objectives.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages; determine time and weight; and utilize statistical inference.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: Requires the ability to differentiate colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people (i.e., staff, supervisors, public, and officials) beyond giving and receiving instructions such as in interpreting departmental policies and procedures. Must be adaptable to performing under minimal stress when confronted with an emergency related to the job of Administrative Services Coordinator.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).

The City of Brentwood is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.