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Seeking candidates for Administrative Assistant atthe John P. Holt Brentwood Library, Brentwood, TN
John P. Holt Brentwood Library
Up to 5% salary increase after successful completion of six-month probationary period.
The City of Brentwood is seeking to fill one full-time Administrative Assistant, or what we internally refer to as the Administrative Services Coordinator, to join its team for the John P. Holt Brentwood Library.
Situated in a beautiful park setting and bordered by a walking trail and arboretum, the John P. Holt Brentwood Library is known as the crown jewel of the City of Brentwood. The Library provides access to over 165,000 books and other materials, as well as a variety of programs for all ages. With the mission of being a vibrant and engaging community center for lifelong learning and the arts, the Library continues to be a strongly supported resource available to the Brentwood community.
As an Administrative Services Coordinator you will be responsible for providing reports, processing invoices/bills, and working closely with the Library Director, Assistant Library Director as well as the Library Board and City Commission. These duties include corresponding with the public; planning and organizing reports, budget monitoring, preparation, and projection; ordering supplies and distributing them; communicating with staff about facilities projects; and serving on the City Safety Committee as well as Library Committees.
Duties and Responsibilities
- Serves as the Safety Coordinator for the Library, attending regularly scheduled meetings and working with the Property Management on site Technician for facility related concerns.
- Coordinates the facilities concerns and issues, working with facility and staff personnel.
- Coordinates the financial record keeping for the Library and communicates with the City’s Finance department, processing invoices online and in paper; reconciles the City credit cards for the Library.
- Maintains Library Board reports, including minutes, reports, suggestions, and statistics monthly.
- Maintains changes in the Policy Manual, and aids with explanations for City Commission approval of changes.
- Prepares and/or generates routine correspondence, letters, emails, forms, reports, and other documents via computer, such as but not limited to the staff meeting notes, library board reports, and the state required reports and correspondence.
- Coordinates and processes security incidents, patron incidents, extracting video to accompany the reports submitted to the Library Director and Assistant City Manager.
- Coordinates the memorial donations and averages.
The ideal candidate:
- Has 3-5 years of government experience communicating with elected officials and other government entities as well as some experience in a library environment.
- Is a team player with an enthusiasm for libraries and the services they provide.
- Has familiarity with the values of the Brentwood community.
- Is adaptable and creative in achieving goals in a fast-paced environment.
- Has a positive attitude and respects diversity.
- Skilled in streamlining processes for more efficient outcomes.
Minimum Training and Experience Required
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.
- Transportation Supplement
- Paid Holidays
- Vacation
- Sick Leave
- Attendance Bonus
- Longevity Bonus
- Group Health & Life Insurance
- Medical
- Vision
- Dental
- Life and AD&D
- Short-Term Disability
- Long-Term Disability
- Retirement (Pension) Program
- Deferred Compensation
- Tuition Reimbursement Program
- YMCA Membership
- Bank/Credit Union Membership
- Library Membership
- Employee Assistance Program
(ADA) Minimum Qualifications or Standards to Perform Essential Job Functions
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.
