Executive Secretary-Administration, Support Services Center

SUMMARY

Under supervision of the Director, this individual provides administrative, technical and clerical support for the Library Director, the library’s executive leadership team, and the library’s Board of Control.  The position requires broad knowledge of library strategy, operations and policy.  The position exercises considerable independent judgment and demands broad discretion with handling confidential information.

REQUIREMENTS

Minimum Training and Experience

Associate’s degree or higher in Office Administration, Business Administration, Public Administration or a related field.

Five (5) years of administrative experience, preferably in a government, nonprofit, or a library setting

Experience working with executive leadership, governing boards, or committees

Preferred Training and Experience

Experience with preparation of reports, agendas, minutes and special projects.

Strong project management skills with the ability to prioritize tasks and meet deadlines.

Highly Desirable Training and Experience

Experience working with Executive Directors and/or Boards;

Experience with records management.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

Excellent knowledge of:

MS products (work processing, spreadsheets, database management and electronic mail programs).

Good knowledge of standard office equipment.

Possession of:

Strong interpersonal skills, including both written and verbal communication required to communicate effectively with other staff, the Board and the public;

Excellent computer and technical skills;

Strong organizational skills including excellent attention to detail and time management demonstrated by ability to keep records, make reports, maintain files and organize and accomplish numerous and varied tasks;

Excellent project management skills.

Ability to:

Work independently;

Develop and maintain effective working relationships with Board of Control, Library’s Leadership Team, Managers, staff and public;

Use tact and diplomacy, and professionalism;

Learn and become proficient in functions required to perform job duties, working effectively independently or as part of a team to complete tasks as assigned;

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, walk, sit, twist, talk, hear, and use hands to reach for, finger, grasp, handle, feel and/or operate objects, tools, or controls.  Hand-eye coordination is necessary to operate computers and office equipment.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

The employee is frequently required to stand for periods of time.  The employee is occasionally to frequently, required to climb, balance, stoop, crouch, squat, kneel, and crawl.  The employee must occasionally to frequently lift and/or carry up to 20 pounds, frequently to constantly lift and/or carry up to 10 pounds.  Employee must frequently to constantly push and/or pull loaded book carts and/or boxes of materials weighing up to 75 pounds.

ESSENTIAL FUNCTIONS

Supports the library’s Board of Control, including legal requirements, notices, bylaws and policies management, requests for information. Acts as the Board’s recording secretary for meeting minutes and action documentation.

Coordinates high-level, often sensitive and critical meetings and maintains calendar ensuring accuracy and timeliness. Manages logistics, including identifying and scheduling meeting space, arranging refreshments, and issuing of confirmation notifications to participants.  Responsible for Board minutes, meeting agendas, memos, reports and emails to Board, staff and patrons.

Uses discretion in preparing and processing confidential materials.

Organizes and maintains office files and correspondence.

Uses various software packages including MS Word, excel, PowerPoint, Publisher, Adobe Acrobat Pro and other programs as needed.

Creates some budget documents for Board review and approval. Coordinates assembly of legally required budget data and updates budget narrative.

Maintains Board website, adding and removing information for Board of Control access.

Compiles and evaluates monthly statistics and submits statistical reports to the State Library and the Board.

Oversees, with assistance from Administrative Assistant, all travel for Library Board, including arrangement and payment of airfare, hotel reservations, registrations and other travel costs. Assures compliance with City and Library policies and procedures for travel.

Coordinates appointments for Director and others in the Administrative area as needed.

Assists Directors on various projects as needed.

Other duties as required.

PRESENT SCHEDULE [subject to change]:                               

Monday – Friday:  8:00 a.m. – 2:00 p.m.

This is a non-exempt position with a basic schedule of Monday – Friday during regular business hours.  Occasional schedule changes may be required as related to assigned projects. Work outside of these hours may be required.

BENEFITS

Paid vacation, sick leave and holidays. Tuition reimbursement available after one year of employment.

APPLICATION DEADLINE

Open until filled

STARTING DATE

Two (2) weeks after selection

 SALARY

$27.85/hr. + some benefits. Note: a 12% deduction is required for employees participating in the retirement plan through the city of Shreveport.

A criminal background check and a drug screening are part of the pre-hire process. The State of Louisiana Bureau of Criminal Identification and Information and these checks will be conducted on a yearly basis for positions which provide outreach to daycare centers. A mandatory full day orientation is part of the new hire process; these orientations are scheduled on Tuesdays from 9:00am to 5:00pm. We do not discriminate on the basis of race, ancestry, color, national origin, sex, religion, age, marital status, non-job related physical or mental disability, veterans’ status, sexual orientation or gender identity.  Our facilities are non-smoking. 05.04.26