Administrative Specialist, Child and Family Library Services

Administrative Specialist, Child and Family Library Services

Are you an organized, detail-focused administrative professional who enjoys keeping things running smoothly behind the scenes? Do you enjoy supporting others, building strong relationships, and helping children and families connect with opportunities to learn and grow?

Arapahoe Libraries is seeking an Administrative Specialist to support the Child and Family Library Services Department (CFLS). In this role, you'll manage administrative processes, help coordinate programming, and keep department operations organized and moving forward. You'll work closely with staff, departments, vendors, and community partners to support the programs and services that connect our communities with learning, literacy, and discovery.

This role offers a wide variety of responsibilities where no two days are exactly alike. This job is a great fit for someone who enjoys building relationships, communicating with a variety of people, staying organized amid shifting priorities, and contributing to the work Child and Family Library Services does to support our communities.

As one of the primary points of contact for CFLS, you'll provide exceptional customer service, help navigate processes, coordinate details, and serve as a trusted resource for colleagues throughout the organization.

Key responsibilities include:

• Administrative support for budget tracking, planning, reporting, and document maintenance.
• Managing purchasing transactions, including credit card receipts, statements, purchase orders, vendor communication, delivery tracking, and department purchasing records.
• Coordinating outreach and programming logistics, including materials, venues, catering, and multi-department collaboration.
• Supporting continuing education processes, including forms, documentation, and reporting.
• Assisting with organizing department supplies, equipment, program materials, and children's materials.
• Scheduling meetings, reserving spaces, preparing supporting materials, and tracking program attendance data.

District programming support includes:

• Coordinating stages of the district programming process for the Child and Family Library Services Department.
• Collaborating with program hosts and creating department program documents.
• Maintaining programming information in Lib Cal and supporting website event publishing.
• Assisting with event content, proofreading, and quality control of department materials.
• Coordinating programming event logistics, including materials, venues, catering, and customized details.
• Attending Programming Strategy meetings and supporting contracts or licenses with outside presenters as needed.

Communication support includes:

• Communicating regularly with managers and supervisors, including occasional confidential or non-routine information.
• Serving as a liaison with Finance, Facilities, other district departments, administrative specialists, outside vendors, and community organizations.
• Supporting department projects, cross-functional initiatives, and related work as assigned.

What you will bring:

• Organizational strength:
  You manage multiple priorities with care, accuracy, and follow-through.
• Administrative expertise:
  You bring experience supporting operations, purchasing, budgets, reporting, and documentation.
• Customer service mindset:
  You enjoy supporting others, anticipating needs, and helping teams succeed.
• Communication and relationship building:
  You communicate professionally and respectfully while building positive relationships with coworkers, partners, and vendors.
• Connection to the mission:
  You are energized by supporting programs and services that help children and families learn, grow, and thrive.
• Flexibility and curiosity:
  You enjoy variety, adapt to changing priorities, and are open to learning new tools and processes.
• Equity-Focused Perspective:
  You welcome diverse perspectives, foster belonging, and contribute to a respectful and inclusive environment.

Qualifications:

• Required:
  
  Three to five years of similar or related experience such as Office Coordinator, Operations Assistant or Office Assistant.
• Intermediate technology skills for Microsoft 365 (Word, Excel, Outlook) and familiarity with Microsoft Edge and Microsoft Teams, and an ability to learn and apply new technologies.
• Advanced customer relations skills.
• Professional demeanor.
• Ability to maintain confidentiality and use tact and discretion in the conveyance of confidential information.
• Excellent organizational skills with the ability to prioritize and balance multiple tasks/projects independently to meet deadlines.
• Ability to record meeting minutes and prepare concise written reports.
• Committed to providing outstanding and personalized customer service to patrons, coworkers and customers.
• Ability to work a flexible schedule to prepare for and assist in occasional meetings/events/deadlines that may deviate from normal weekly schedule.
• Ability to travel between facilities.
• Strong attention to detail and excellent organizational skills with…