Administrative Support Assistant - Washington, United States - DC Public Library

Description

INTRODUCTION

The DC Public Library is seeking an Administrative Support Assistant to provide administrative and front office support within the DC Public Library.

The incumbent will work within the Office of the Executive Director to serve as an Administrative Support Assistant and provide administrative and front-office support to various stakeholders.

As a first point of contact for the Office with other organizations and the general public, the incumbent projects a professional, courteous, and customer-oriented image to both telephone and personal visitors to the office.

The Administrative Support Assistant maintains strict confidentiality in all matters related to the work of this position.


DUTIES AND RESPONSIBILITIES

• Provides administrative and calendar management support for the Chief of Staff, Executive Officer, Director of Public Services, Director of Business Operations, the Director of Strategic Planning, with scheduling meetings and appointments without prior approval.
• Screens all personal visitors and telephone calls. Answers procedural or administrative questions. Determines which staff members should receive technical inquiries and follows up to ensure a timely response.
• Makes travel arrangements for the Executive Management team including the Chief of Staff, Director of Public Services, Director of Business Operations, and the Director of Strategic Planning.
• Maintains records of itineraries and prepares travel orders and other documents in connection with travel. Creates and maintains a spreadsheet to track expenses and travel reimbursements.
• As requested, queries databases and develops reports. Compiles and assembles statistics and data from source materials. Presents results in a clear, organized and professional format.
• Displays organizational skills by managing multiple assignments and projects while meeting deadlines.
• Receives all correspondence for the Executive Office. Screens publications, directives, and periodicals, bringing items of significance to the Executive Officer's attention. Answers mail that can be handled personally and refers more technical matters to the appropriate personnel within the organization.
• Establishes and maintains a correspondence tracking system to ensure that deadlines are met and follows up to ensure that actions are completed. Drafts outgoing correspondence ensuring clarity, consistency, completeness, and compliance to organizational policies and procedures; convey policies and procedures to both external and internal customers.
• Performs a number of office duties and responsibilities including preparing documentation to support regularly established and ad hoc meetings; taking minutes at meetings and assisting in the preparation for Board and other meetings; serving as timekeeper; managing the government credit card process, coordinating the purchase of equipment and supplies; and serving as PASS User.
• Arranges meeting space, speakers, and support details for Executive Office conferences or meetings. Writes letters to the speakers and participants, arranges hotel accommodations, coordinates transportation to and from the meeting site, and establishes social arrangements.
• Utilizes several types of software, such as Word, Excel, PowerPoint and Outlook to generate specific working documents, forms, charts and graphs and presentations.
• Provides office automation advice, guidance, and assistance to staff. Evaluates the office automation needs of the immediate work area. Advises on the potential benefits and uses of automation to improve the efficiency of administrative support operations
• Performs other related duties as assigned.

QUALIFICATIONS AND EXPERIENCE

The incumbent must possess a minimum of
three years of experience working in an office setting as an administrative assistant or clerical assistant.

Must possess a High School Diploma or a certificate of equivalency (GED) issued by a recognized department of education. A Bachelor's degree preferred.

In addition, the following is required:

• Experience in scheduling and maintaining calendars for senior level executive management staff. Knowledge of the duties, commitments, and goals of the Executive Director, Chief of Staff, Executive Officer, and other Executive Management staff performing a wide variety of administrative tasks in support of library programs.
• Skill in operating a personal computer and various software packages in the execution of administrative support functions including Microsoft Word, Excel, and PowerPoint.
• Knowledge of grammar, spelling, punctuation, and required formats in order to properly prepare effective written communications; to review and edit correspondence; and to draft responses, introductions, and other communications.
• Skill in conducting basic research for special assignments.
• Knowledge of and analytical ability to identify and resolve issues or problems of a procedural or factual nature.
• Knowledge of standard