Administrative Assistant

Administrative Assistant I

The Administrative Assistant I (AAI) works in partnership with the Administrative Assistant II (AAII) to staff the front office of the Library Administration offices, Suite 414 in the Civic Center building. The schedule is Monday-Friday, 9am-5pm and is required to be onsite every day. A bilingual candidate (Spanish/English) is preferred. The AAI assists with supporting a wide variety of administrative tasks and their primary roles are acting as lead for the department in preparing materials for Board of Supervisors' meetings and as executive assistant for the Library's two Assistant Directors over Support and Public Services.

The AAI also interacts with library patrons visiting Suite 414 and answers the phone. Special projects are assigned and vary in complexity, most projects will support the library's administrative team including event planning and event set up and visiting off site offices and libraries, with minimal schedule adjustments occasionally requested. Training and professional development opportunities are supported by the department, which has a deep commitment to racial equity and an internal staff working group in support.

Examples of duties and competencies include:

• Managing calendars for senior leadership.
• Preparing documents and reports, and compiling meeting summaries and minutes.
• Greeting visitors, answering phones, and providing responsive, courteous support to library patrons and community members of all ages and abilities.
• Ability to juggle multiple responsibilities, from preparing Board of Supervisors materials to supporting special projects. Creativity and project management skills are desired.
• Expertise using a variety of office technology tools such as digital filing, shared drives, Microsoft 365 and communication tools. Candidate should welcome learning about new digital tools, including AI and project management software.
• Ability to learn interdepartmental tools and processes in collaboration with other County departments.

The highly qualified candidate for the Administrative Assistant I role brings administrative coordination skills, strong verbal and written communication abilities, and a positive, customer service-oriented presence to the Library Administration front office. The ideal candidate is comfortable with multi-tasking and can pivot focus when necessary. They can manage a variety of tasks, visitors, and requests and maintain accuracy and confidentiality. The highly qualified candidate embraces collaborative work and actively contributes to creating a welcoming environment aligned with the department's commitment to racial equity and inclusive service.

Knowledge of standard office administrative practices and procedures including filing and retrieval systems, business correspondence formats and the operation of standard office equipment. Standard office applications including word processing, spreadsheet software and database systems. Business English including spelling, grammar and punctuation. Basic arithmetic.

Some assignments include the following:

• Basic budgetary principles and practices.
• Accounting clerical policies and procedures related to the processing, reconciling and recording of financial records and transactions.
• Procedures and forms related to processing payroll and human resources records.
• Basic principles and practices of staff supervision.

Ability to independently perform a variety of routine and complex administrative tasks. Learn the organization, services, programs, policies and procedures of the assigned department, committee or board. Learn basic organization, structure and function of public agencies, including the roles of elected officials and appointed commissions and committees. Maintain highly sensitive and confidential information depending on assignment. Interpret, apply and explain departmental and County rules, regulations, ordinances, policies and procedures.

Independently compose letters and other correspondence. Compile and summarize data; prepare reports, correspondence and other materials which may require researching and summarizing information from various sources. Monitor departmental contracts…