ADMINISTRATIVE SUPPORT COORDINATOR Duties and Responsibilities

ADMINISTRATIVE SUPPORT COORDINATOR

General Description:

Performs general administrative functions in support of the Library Director and library

operations. Under the direction of the Library Director, the Administrative Support Coordinator

provides direct administrative support, oversight, communications coordination, and data on a

broad range of tasks that may be sensitive, and/or complex in nature.

Reports to: Library Director.

Duties and Responsibilities:

? Serves as the primary staff person and liaison for the Library Director providing

administrative support, communications, correspondence, and research

? Assists staff and patrons with written and verbal communication in Spanish; translates

district documents from English to Spanish and Spanish to English

? Makes high-level contacts of a sensitive nature requiring in-depth knowledge, initiative,

discretion, and diplomacy

? Responds to inquiries from the senior managers, staff members, and the public

? Arranges, coordinates, and maintains schedules and calendars, and monitors and tracks

deadlines

? Manages meeting room use, the online reservation system, and assists the public with

information and the requirements associated with using meeting rooms: keys, insurance,

AV technology, conditions of use, etc.

? Assists with key and phone management, electronic access, and the room reservation

system

? Carries out administrative duties such as filing, typing, copying, binding, scanning, etc.

? Updates the library¡¯s intranet (wiki) with staff contact information, district policies, and

procedures

? Assists with onboarding new employees by coordinating keys, lockers, email accounts,

mailbox, and contact information

? Maintains computer and manual filing systems

? Maintains online access to district documents

? Coordinates staff and trustee training events. Schedules required fire drills and first aid

training, and reviews emergency procedures with staff

? Handles library meeting logistics and arrangements.

? Manages community service and other volunteers

? Provides support for staff projects, public relations activities, special programs,

gatherings, parties and events.

? Supports and attends monthly and special Board of Trustees meetings, takes notes, and

prepares meeting minutes

? Assists with travel arrangements for senior managers.

? Distributes deliveries and mail

? Assists with submitting grant applications and administration management.

? May perform other duties as assigned by the Library Director.

Results:

? Meeting rooms and reservation system meet the needs of staff and public.

? District documents are accessible, well maintained and organized.

? The Director and staff are supported.

? Spanish speakers have access to the information necessary to engage with the library.

Minimum Qualifications: High school diploma or equivalent; college degree preferred.

Bilingual in English & Spanish.

Knowledge and Abilities: Proficient with various software programs including web-based

databases/file management: Microsoft Office, Google Workspace, Adobe Acrobat, etc. Strong

written and verbal communication skills: ability to speak and write English and Spanish clearly

and concisely. Strong organizational and planning skills. Ability to work independently and as

part of a team and establish and maintain cooperative working relationships. Ability to perform

responsibilities with speed, accuracy, and strong attention to detail. Emotionally intelligent:

patient, resourceful, anticipates needs, flexible and discrete.

Working Conditions: This position requires constant sitting, occasional standing, walking and

driving; occasional lifting, carrying, pushing/pulling up to 25 lbs.; ordinary talking, hearing and

vision capabilities; constant reading/comprehending, writing, communicating orally,

reasoning/analyzing, and frequently performing calculations. Work is performed using a

computer and standard office equipment, and occasionally specialized office equipment.

Special Conditions of Employment

May require travel within the city limits using personal vehicle. Successful completion of a

background check is required. Incumbents in this position will adhere to all safety and

compliance policies of East Routt Library District while performing all assigned duties.

rev.

September 9, 2023

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