Executive Assistant-Public Libraries

POSITION DETAILS:
Non-exempt; full-time; 40 hours per week; Monday - Friday; 8:00 a.m. - 5:00 p.m.
This professional administrative position is responsible for providing comprehensive administrative support to Library Director and Associate Directors at Frederick County Public Libraries. Direction may be given to administrative staff; supervision is received from the Library Director.
Frederick County Government recognizes the principles of diversity and inclusion, and strives to ensure equal opportunities for its workforce, applicants and community members. If you are a person who wants to make a difference, give back to your community, and be a voice for change, apply to Frederick County Government today.
TOTAL COMPENSATION PACKAGE:
Frederick County offers an extensive compensation package to reflect how much we value our employees. The following is what you can expect in your first year as a full time benefited Frederick County Government employee.

• 11 days of Vacation leave with increase after 2 years of employment
• 15 days of Sick leave with unlimited annual carryover
• 11 paid scheduled holidays, plus 2 additional floating holidays
• Day 1 coverage of comprehensive Medical Insurance Plan options to include generous County HSA contribution (if enrolled in high-deductible plan)
• Comprehensive Dental and Vision Insurance Plan options
• 100% County paid 2x annual salary Group Term Life Insurance benefit
• Work/Life balance programs include: Employee Assistance Program and Employee Wellness Program
• Generous Tuition Reimbursement Program
• Participation in the Maryland State Retirement and Pension System
  • Vesting after 10 years of service
  • Additional service credit for eligible previous public service, military service, etc
• Other employee paid benefits such as Deferred Compensation Plan, Legal Resources, Flexible Spending Accounts, etc.
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• Provide comprehensive administrative and scheduling support to Director and Associate Directors exercising initiative, judgment, and discretion
• Compile and prepare data, reports and presentations; conduct research and analysis
• Track and provide reminders to Director and Associate Directors for actionable items; maintain files; update policy, technical, and procedural manuals; maintain files
• Coordinate the day-to-day administrative duties with library County and State partners, outside agencies, vendor representatives, officials, the public, etc.; duties include coordinating meetings, providing registration details and compiling documents
• Provide information and assistance to staff and the general public, by responding to e-mail correspondence; take messages or make referrals to other staff as appropriate
• Compose and prepare correspondence; perform other general clerical duties (e.g. scanning, photocopying, collating, filing, etc.)
• Represent the Library Director and other senior staff when contacting officials, employees and general public
• Coordinate coverage for Administrative Office reception desk, provide direction to Administrative Specialist I as needed
• Prepare and distribute system-wide correspondence which requires knowledge of library programs, personnel, procedures, functions and policies
• Participate in meetings, teams/committees/workgroups, outreach activities, and continuing education, as appropriate
• Provide administrative support for the Library Board of Trustees including attending and recording meetings and preparing accurate minutes in a timely manner; follow-up and act on decisions and resolutions made by Trustees
• Coordinate the activities of the Library Board of Trustees by preparing annual meeting schedule, mailing items to absent members, monitoring members' terms; facilitate and coordinate all aspects of Trustee meetings - including scheduling rooms, building agendas, compiling and distributing staff reports, confirming presenters
• Process procurement requests, p-card purchases, and other transactions in the automated financial system (Infor)
• Perform administrative duties in DocuSign to include creation of documents and tracking
• Track and monitor business documents, staff reports, and other official documents through the concurrence approval process
• Participate and lead meetings, teams/committees/workgroups, outreach activities, and continuing education
• Manage, plan, and coordinate special projects, as needed
• As needed, perform reception duties which includes telephone coverage, assisting with mail processing, and providing other office support
• Perform other related duties, as required

The qualifications/requirements, knowledge/skills/abilities and physical demands or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.The qualifications/requirements, knowledge/skills/abilities and physical demands or working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate's degree or equivalent credit hours from an accredited post-secondary institution
• Minimum 4 years of progressively responsible administrative, executive, or secretarial work experience
• Intermediate skills in the use of MS Office Suite
• NOTE: Additional years of responsible administrative work experience may substitute for a portion of the education requirement

KNOWLEDGE / SKILLS / ABILITIES:

• Strong clerical and record-keeping skills
• Self-motivated with ability to work in an evolving and fast-paced environment with minimal supervision
• Ability to maintain discretion and confidentiality in all matters and work with diplomacy and tact
• Strong interpersonal skills to deal effectively and courteously with a diverse group of internal and external contacts
• Ability to develop and maintain positive working relationships with many constituencies
• Ability to multitask effectively, managing multiple calendars
• Ability to work and make decisions independently, in consultation with other library staff or in accordance with established policies and procedures
• Knowledge of and ability to perform transactions in an automated financial system
• Ability to effectively compile and maintain accurate, complete records and reports
• Ability to accurately compile, analyze and present detailed information and provide problem solving recommendations
• Strong and effective spoken and written (English) communication skills including the ability to compose professional correspondence on behalf of Directors Staff

PREFERENCE MAY BE GIVEN FOR:

• Advanced proficiency in Microsoft Office Suite
• Experience with INFOR financial system
• Work experience in municipal, county or state government

PHYSICAL REQUIREMENTS / WORKING CONDITIONS:

• While in this position, the employee is frequently sitting, lifting up to 20 pounds, pushing up to 40 pounds, and reaching; and occasionally stooping and driving
• While in this position, the employee is constantly indoors

• Available for varied working hours, as needed, for meetings or other office priorities/events
• Ability to provide own transportation to various work locations to accommodate Frederick County Government department training needs

EXAMINATION PROCESS (may include):

1. An evaluation of experience and training
2. Job related office skills testing
3. One or more interviews

Employment Type: Full-Time Library