Administrative Assistant III - GC0701 - LIBRARY SVCS - ADMINISTRATION
City of Denton
Job Description
Title: Administrative Assistant III - Library
Position ID: GC0701-301000
Department/Division: Library
Reports to: Director of Libraries
FLSA Designation: Non-Exempt
Safety Sensitive: No
DOT: No
Definition: Responsible for assisting the department staff and Library Director by providing standard and technical secretarial duties. Assists library staff with various library-related
duties.
Essential Functions:
Performs standard and technical secretarial duties involving administrative detail, discretionary decision-making, and specialized knowledge.
Provides information regarding departmental policies and procedures to various city departments and to citizens, community leaders, and members of boards and commissions, etc.
Relieves the Director of operational and administrative duties
Monitors the Director’s calendar, making appointments and arranging for meetings and conferences
Provides principle secretarial support to the Director and assist with day-to-day administration and monitoring of departmental expenditures and donations
Participates and assists in the administration of the department, preparing comprehensive reports for the Annual Texas State Library report and budget planning
Serves as the timekeeper, maintains timekeeping and personnel records including maintaining accurate employee leave balances
Monitors, orders, and maintains office supplies
Prepares purchase order requests, receiving reports, procurement purchases, and check requisitions; monitors purchasing activities
Maintains records and routine upkeep of all departmental office equipment
Establishes office procedures and filing systems
Acts as the primary contact for the Library Administration, screens telephone callers, visitors, and incoming correspondence; receives, routes, and distributes incoming Administration
mail
Provides assistance to other departments, citizens or council members at the direction of the Library Director
Prepares cumulative reports from source documents
Acts as Records Retention Organizer, providing current retention periods, monitoring of Administrative records, arranging storage and records retention.
Processes incoming bankruptcy notices and monthly collection agency bankruptcy reports.
Assist with the set-up, break down and coordination of meetings which includes, but is not limited to, ordering and shopping for supplies and moving tables and chairs
Maintains regular and punctual on-site attendance
Additional Duties:
May perform operational/supervisory functions of other support and customer service staff
May dispose of matters of routine nature at the direction of the Library Director
May dispose of routine administrative duties at the direction of the Library Director
Performs other duties as assigned
Minimum Qualifications / Acceptable Equivalency:
High School Diploma or GED equivalent
Four years (4) of progressively responsible experience in a secretarial position which involves high public contact, discretionary decision-making, handling of confidential matters and
administrative duties
OR
Associate’s Degree in Secretarial Science from an accredited college or university
Two years (2) progressively responsible experience in a secretarial position which involves high public contact, discretionary decision-making, handling of confidential matters and administrative
duties
OR
Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job
Core Competencies:
Demonstrated excellence in customer service skills
Demonstrated computer literacy in word processing, spreadsheets, database management and other software appropriate to the department
Ability to communicate effectively both verbally and in writing
Ability to form and maintain effective relationships with coworkers and customers
Ability to make discretionary decisions and handle confidential and administrative duties
Ability to perform all job duties in a manner that is consistent with the City of Denton’s mission
Ability to perform all job duties in a manner that is consistent with the Denton Public Library’s mission
Knowledge of business English and general office practice
Preferences:
Bilingual in Spanish and English
Prior bookkeeping experience with basic accounting knowledge
Proficiency in Microsoft Office software (Microsoft Word, Excel, Access and Power Point)
Customer service experience and strong interpersonal skills
Conditions of Employment:
Must pass a drug test, criminal history background check, and social security number verification check
Must be able to reach above shoulder level and stoop below knee level
Must be legally sighted and able to hear to be able to assist patrons
Physical Requirements:
Overall Strength Demands: The following describes the overall strength demand of the functions performed by the incumbent during a typical workday.
Sedentary – lifting no more than 10 pounds
Light – lifting no more than 20 pounds; carry up to 10 pounds
Medium – lifting no more than 50 pounds, carry up to 25 pounds
Heavy – lifting no more than 100 pounds, carry up to 50 pounds
Very Heavy – lifting more than 100 pounds, carry more than 50 pounds
Physical Demand Codes: The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency.
Codes for “how often”:
Y = Yes
N = No
E = extensive (100-70%)
M = moderate (60-30%)
I = infrequent (20-10%)
A = almost never (<10%)
Task: Code:
Standing: M
Sitting: M
Walking: M
Lifting: I
Carrying: I
Pushing/Pulling: M
Overhead Work: I
Fine Dexterity: M
Kneeling: M
Crouching: I
Crawling: A
Bending: M
Twisting: M
Climbing: A
Balancing: A
Vision: E
Hearing: E
Talking: E
Video Display: E
Other:
Machines, Tools, Equipment and Work Aids:
The essential functions of this position require the daily use of a phone and a computer, copier, scanner, fax machine, and 10-key calculator
Environmental Factors:
The essential functions of this position are performed in an office environment
This job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice.
ADA/EOE/ADEA
Effective Date: 3/3/2016
Revision Date: 6/1/2021