Hybrid Administrative Specialist - Library bei City of Durango, CO

About the Department

Performs a wide variety of responsible administrative, scheduling, secretarial, and clerical duties to support the Assistant Library Director and overall operations of the Library. Provides high quality customer service to members of the public and other City staff.

Position Duties

The following duties are normal for this position. However, they are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Develops and maintains comprehensive library desk schedules, collaborating with staff to integrate program needs, outreach initiatives, PTO, and other operational requirements.
• Assists with the creation and dissemination of marketing materials and social media content to promote library programs, resources, and services.
• Maintain a comprehensive calendar of activities, meetings and various events for the department, coordinate activities with other City departments, the public, and outside agencies.
• Provide support with financial duties including reviewing and processing invoices and requisitions.
• Reconcile cash drawer and safeguard monies.
• Provide support with office operations including processing incoming and outgoing mail, filing, record-keeping, office equipment servicing and ordering and monitoring office supplies.
• Provide staff support for a variety of meetings by preparing and compiling agenda packets, preparing minutes, disseminating information and other related tasks.
• Maintain department records; organize and maintain electronic document environments following record retention guidelines.
• Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities.
• Plan and complete various special projects.
• Sort and shelve Library materials as needed.
• Provide customer service to and resolve issues with outside vendors.

Fiscal Responsibilities: Has authority to purchase certain materials up to a spending limit as approved by supervisor. Accepts, receipts and records fees. Balances the daily cash register and prepares deposits. Balances the petty cash.

City Organization Duties and Responsibilities:

• Represent the Department and City to other City staff and members of the public.
• Represent the Durango Public Library on internal committees.
• Provide quality customer service to individuals needing directions or assistance.

Supervisory Relationships: Works under general supervision of the Assistant Library Director. Work is checked for accuracy, quality and adherence to instructions. Employee may need to occasionally choose from defined alternatives to resolve problem but consults with supervisor on matters not covered in the original instructions or by guidelines.

JOB QUALIFICATIONS – KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:

• Modern office procedures, methods and computer equipment.
• The Microsoft Office Suite at an intermediate skill level.
• Business letter writing and basic report preparation techniques.
• Principles and procedures of record keeping.
• English usage, spelling, grammar and punctuation.

Skill in:

• Operating and normal maintenance of office machines, (copier, computer, printer, fax, etc.).
• Tracking of activities, supplies and authorizations via specialized software or self-created forms and databases.
• Accurate data entry, and correspondence preparation.
• Communicating clearly and concisely in verbal and written form.
• Using and operating a computer including specialized software and peripheral equipment.

Ability to:

• Establish and maintain effective working relationships with both internal and external customers and vendors.
• Work the allocated hours of the position.
• Learn to understand the organization and operation of the City and of outside agencies as neces­sary to assume assigned responsibilities.
• Independently prepare correspondence and memoranda.
• Work independently in the absence of supervision.
• Maintain confidential records and reports.
• Communicate clearly and concisely, both verbally and in writing.

Work Environment: Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity.  Some remote work is possible.

Physical and Mental Requirements/Activities:

• This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen.
• Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.
• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.
• Ability to recognize occupational hazards in work activities and take safety precautions.
• Maintain mental capacity which allows the capability of making sound decisions and following directions.

Minimum Qualifications

Minimum Education and Certification: Equivalent to completion of High School or GED.

Minimum Experience: Minimum of three (3) years previous experience in administrative support with a focus on scheduling and a minimum of two (2) years of customer service experience.

Other Qualifications

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

Belong at the City of Durango:
We believe in creating an inclusive workforce that welcomes diversity of thoughts, viewpoints, and experiences.

The City of Durango is an Equal Opportunity Employer. We do not discriminate on the basis age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.

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