Administrative Assistant

GENERAL SUMMARY:

Under the direction of the Executive Director, the Administrative Assistant provides administrative support to the Executive Director and Communications and Development Manager in order to maximize their effectiveness and efficiency.  Primary point of contact for internal and external interactions. Uses excellent customer service skills to resolve concerns and facilitate communication through the Leadership team’s offices. 

ESSENTIAL JOB FUNCTIONS:

• Communicates directly and on behalf of Executive Director both internally and externally. Builds relationships crucial to the success of the organization both internally and externally.
• Provides a link for smooth communication between the Executive Director’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff, legislators, and community members.
• Assures planning and coordination of calendar of events; schedules appointments, speaking engagements, conferences, and prepares detailed itineraries, complete with travel accommodations, etc.
• Serves as point of contact for internal and external stakeholders.
• Provides administrative support to CCPL’s Board of Trustees and Friends Foundation, including attending and taking minutes at meetings, preparing agendas, typing, and drafting correspondence, scheduling meetings and meeting rooms, transcribing meeting minutes, maintaining up to date filing system, screening incoming calls and taking accurate telephone messages, and preparing Power Point Presentations and Excel spreadsheets.
• Organizes the management of Friends Foundation components, including written communication, fundraising correspondence, planning and executing events, and updating and maintaining internal fundraising donor databases.
• Assures maintenance of travel and expense account records, including form preparation and figure reconciliation.
• Reviews incoming correspondence and prepares responses at the direction of the Executive Director and/or Communications and Development Manager.
• Manages audiovisual and technological equipment and online technology components during Board of Trustee meetings and Friends Foundation meetings.
• Maintains digital archive and assists in developing filing conventions.
• Takes a proactive approach to solving routine and non-routine office issues. 
• Maintains confidentiality at all times
• Other duties as assigned.

JOB STANDARDS:

• Maintains positive, professional, courteous and constructive relationships with supervisors, the public, internal and external customers and all others. 
• Independently follows through on all essential job functions and assignments.  Meets deadlines without prompting. 
• Maintains confidentiality.
• Maintains neat and accurate records that are easily accessible for administrative colleagues and supervisory staff.
• Models positive attitude toward change.
• Performs job in keeping with the policies and procedures of the Cecil County Public Library.
• Promotes a positive library image in the community.

CRITICAL SKILLS/EXPERIENCE:

• Bachelor’s degree in Business Administration, Office Administration, Liberal Arts, or related field preferred.
• Minimum of 2-3 years of job-related experience required, preferably in a non-profit or local government agency field.
• Demonstrated exceptional organizational skills, judgment, poise, tact, integrity, and flexibility.
• Knowledge of advanced clerical and administrative practices and procedures including grammatical, proofreading, and copy editing skills.
• Experience with a systems-thinking approach.
• Intermediate to advanced level skills in technology, Microsoft Office 365, including Teams, Word, Excel, Access and Power Point and online collaboration technology.
• Ability to analyze and perform a wide variety of advanced administrative support projects with minimal supervision.
• Ability to handle changing priorities and confidential information.
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Excellent written and oral communication skills.
• Ability to reach, bend, and lift up to 25 pounds.
• Ability to travel to all branches within Cecil County during the work day.

EQUIPMENT:

PC, laptop, printers, scanners, photocopier, fax, AV projection equipment, digital camera, laminator, postage machine

WORKING CONDITIONS:

Work requires light physical effort in the handling of materials, up to 25 pounds.  Requires sitting and use of computer and keyboard for extended periods of time. Ability to travel to branch/outside locations, as required.

FAIR LABOR STANDARDS ACT status: Non-Exempt

SCHEDULE/HOURS:

Part time, 25 hours.  Schedule flexibility required, including evening attendance at monthly evening board meetings.

NOTE:

Certain conditions, e.g. economic constraints, staffing patterns, may necessitate change in job description.

EOE                                                                                                    Updated 08/2024