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In this role you will provide administrative and operational support to the Library Director, Library Administrators, and staff across multiple library facilities. Oversee office services, supervise staff, and ensure efficient office operations.Collaborate with the Library Advisory Board, Friends of the Library, and staff to address inquiries and resolve issues related to accounts, vendors, and processes. Additionally, maintain calendars and coordinate meetings as assigned. The weekly work schedule is primarily Monday - Friday from 8:00 am to 5:00 pm. Due to the nature of the position, occasional work outside of normal business hours is required. Essential Duties and Responsibilities include the following. Other duties may be assigned.
Lead or oversee day-to-day multifunctional business and administrative functions, reports, and projects, including banking/cash handling procedures. Coordinate workflow and supervise support staff. Serves as Recording Secretary for the Library Advisory Board. Respond to complex customer inquiries through answering telephone calls, e-mails, or face-to-face. communication and direct calls and inquiries to appropriate personnel. Address and refer inquiries as needed to assure proper and timely assistance. Review subordinate work performance for quality. Advise, counsel, and instruct employees on identifying training needs. May assist in analysis of department accounting and budget records, including the preparation, collection, research and analysis of data/statistics. Troubleshoot and resolve departmental issues with various internal and external team members to ensure support services meet goals. Process and maintain department records including invoices, expenses, and supply orders. May interact with vendors and City employees regarding various issues. May code and enter departmental invoices for approval and payment. Create and maintain policies, procedures, correspondence, legal documentation, contracts or other complex documents for department or City. Responsible for managing personnel files, business documents, and internal records with the utmost professionalism and confidentiality. This includes accurately maintaining employee records, handling sensitive business information, and organizing internal documents. The coordinator must ensure that all documents are securely stored, accessed only by authorized personnel, and managed in compliance with organizational policies and legal requirements. This role requires a keen attention to detail, discretion, and the ability to follow protocols for handling confidential information to protect the privacy and integrity of the department's operations. Coordinate and oversee advanced, multi-track deadlines, appointments, internal and external meetings, travel, committee meetings and special events. Provide backup for the preparation, processing, maintenance, and verification of disbursements for the library's accounts payable operations. Contribute to a positive work environment, take pride in the workplace, and have knowledge, sensitivity, and awareness of diverse cultures.
Hourly Rate: $19.37 - 24.96 (Depending on qualifications) Minimum Qualifications
Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job. Preferred Qualifications Education/ Experience:
Associate's degree in Accounting, Business, Finance or related field 6-8 years administrative experience 2 or more years supervisory experience Ability to speak and read Spanish or Vietnamese is preferred, but not required. Knowledge of WorkDay, Cayenta, SirsiDynix Workflows or personnel/financial management software.
Knowledge, Skills & Abilities:
Demonstrated ability to communicate within all levels of an organization matched with strong verbal, written, presentation, and one-on-one communication skills; Strong service orientation with a positive attitude; Ability to work independently, be flexible and thrive in a fast-paced work environment; Ability to establish and maintain effective working relationships; Listens effectively and communicates in concise, tactful, respectful manner both orally and in writing, including proper use of sentence construction, punctuation, and grammar; Advanced knowledge of business practices and procedures; Excellent skills in PC and systems application; Excellent customer service and telephone etiquette skills; Excellent organizational skills; Excellent oral and written communications skills; Ability to multitask; Ability to adapt to various working environments; Ability to work independently and/or in a team environment
Licenses and Certifications
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City of Garland
Nov 09, 2024