Executive Assistant

Job DetailsLevel: ExperiencedJob Location: COLUMBIA, MO 65203Position Type: Full TimeSalary Range: $22.67 - $33.00 HourlyTravel Percentage: NegligibleJob Shift: DayJob Category: Admin - ClericalPosition Overview Under the supervision of the Executive Director, this position provides administrative support and assistance to the Executive Director, members of the Boards of Trustees and the DBRL Foundation. This position also performs support responsibilities for other administrative personnel, including extensive document preparation and editing.    The following Core Competencies are essential and apply to all DBRL employees:   Customer Service - customer service is of primary importance in the library.  Interactions with others require trust, respect and focus on the needs of the individual. Quality customer service is delivered to co-workers, as well as virtual users and users within the building. Communication - clear and effective communication is the basis for success in relations with co-workers, managers, users and all stakeholders.  Communication competency is integral to customer service. Learning and Personal Growth - embracing lifelong learning and continual improvement will demonstrate commitment to the job and enrich one’s life and professional path. Ethics and Values - the library plays a crucial role in society and the community.  All employees practice the ethics and values carefully formulated by the library to fulfill its commitment to the community.   The following competencies apply to this position based on designated responsibilities: Confidentiality - The Executive Assistant has considerable involvement in and exposure to the preparation of confidential documents, and must exercise a broad and substantial degree of initiative, tact and judgment in the performance of the job duties. Accuracy - Accurately create, revise, and proofread internal and external documents. Essential Duties: Support of the Executive Director: Perform a wide variety of advanced administrative support duties as required by the Executive Director. Provide prompt and professional administrative functions necessary to create reports, correspondence, and minutes or assigned meetings.  Process and compose correspondence for the Director’s signature; draft other communications or reports as needed.  Screen and act upon Director’s correspondence as necessary or directed. Complete a variety of statistical reports: responsible for obtaining and compiling the required information from department managers and other staff, entering data and analyzing past data to ensure reasonability and providing context or rationale when requested. Maintain an administrative calendar and schedule meetings and appointments for the Director, staff committees, and the library Board of Trustees and its committees. Organize, manage, and maintain the library’s official records and administrative files, except HR and financial records, according to Missouri’s records retention rules. Review local media and copy or digitize articles related to local library services; also keep the Director and/or Board of Trustees apprised of events and articles that may be of professional interest. Assist the Director with projects including preparation for special events. Coordinate contacts, transportation and oversight of caterers or other vendors providing services for meetings and events. Prepare and submit annual State Aid forms, the Missouri Public Library Survey, the Public Library Data Survey statistical reports, and other state and national survey reports as assigned. Prepare list of board requests and directives from meetings providing appropriate data or background information as needed for the Director. Maintain internal and public web pages relating to library governance and statistics.   Support to the Board of Trustees: Produce and distribute all board packets, ensuring accuracy and completeness.  Prepare and distribute notices, agendas, and other related documents in compliance with public notification laws.  Set up and prepare for all board-related meetings and special events, including making arrangements for refreshments and any necessary handouts or equipment needed for the meeting. Record board meeting minutes, ensuring accuracy and completeness. Follow-up on board meetings by distributing information to absent board members. Gather signatures from library board members on official documents as needed (e.g. contracts, grants, warrants, minutes). Reconcile Trustees’ travel payment requests and ensure timely processing.   General Administrative Duties: Receive questions, comments and complaints from the general public, library patrons, sales representatives and other agencies; refer patrons and callers to the appropriate staff member.  Distribute patron comments to relevant department managers for follow-up. Perform Notary Public service for patrons and library staff. Record CPL staff meeting, Department Managers and Foundation board meeting minutes, ensuring accuracy and completeness. Perform office procedures for the department, including preparing and distributing mail and photocopying materials. Process incoming monies such as donations or daily receipts, etc.  Assist Development Manager with maintaining the donor database, processing donations and preparing correspondence. Supervisory Responsibilities: This position has no supervisory responsibilities.   Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.  Scheduling and shift assignments and work location may be changed at any time, as required by business necessity.   Physical, Environmental, and Special Working Conditions: Position requires standing or sitting for extended periods of time, bending, stooping, reaching, lifting, and working on a computer. Moderately quiet work environment. All library employees may be called upon to assist other departments in a declared emergency situation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Normal working hours are assigned, but may change as needed to meet the schedule of the department as determined by the Executive Director. QualificationsMinimum Job Requirements: High school diploma or general education degree (GED) and 48 hours college credit.  Experience may be substituted for college credit.    Preferred Job Requirements: Minimum of two years experience in an advanced administrative support role preferred.  Work with governmental or public entities and/or familiarity with public libraries preferred.