Sonoma County - Santa Rosa Central Library - Administrative Specialist - Full TIme

ADMINISTRATIVE SPECIALIST

LIBRARY COMMISSION & HUMAN RESOURCES

SALARY RANGE: $52,728.00 - $64,251.20 annually

FULL-TIME 40 HOURS PER WEEK

APPLICATION CLOSING DATE: 5:00 pm, Friday, December 18, 2015

POSITION AVAILABLE: December 28, 2015

Sonoma County Library is seeking a customer service oriented individual with excellent project management skills, and solid communication, interpersonal relations, organizational, and problem solving skills to serve as the Administrative Specialist in support of the Library Commission and Human Resources for the county-wide library system. This position is located at the Central Library in downtown Santa Rosa, in the heart of Wine Country, with the Redwoods and Pacific Ocean only minutes away.

THE POSITION

Under the general direction of the Human Resources Manager, supports operational activities of the Library Commission, Library Administration, and the Human Resources Department. Supports a broad range of management functions, including scheduling, minute-taking, electronic and print records maintenance, both internal and external communications, recruitment, and labor negotiations. Serves as liaison to the Library Commission.

MINIMUM QUALIFICATIONS:

Education and Experience: 

• Graduation from an accredited four-year college or university with major coursework in library science, education, business or public administration, finance, human resources, management, or a related field,
  
  and
  
• two (2) years of administrative experience, preferably in a library setting; 
• possession of a valid California Driver’s License

TYPICAL TASKS 

include but are not limited to:

• Provides ongoing support for the Library Commission.
• Ensures all activities comply with the Brown Act.
• Coordinates preparation for and follow-up to meetings of the Library Commission, including the preparation and distribution of the Commission’s meeting packet.
• Supports the Director’s role as Clerk to the Library Commission.
• Coordinates Library Advisory Board (LAB) appointments, record-keeping, and public information.
• Coordinates Commission and LAB communication (letters, emails, telephone etc.) for the Director and Public Services Division Manager.
• Develops and maintains a records management system for the Library.
• Monitors the Commission’s projects and work plan and assists as needed.
• Oversees the review schedule of library policies.
• Prepares and distributes correspondence from the Commission.
• Ensures effective communication and availability of information for all Library stakeholders.
• Oversees communication between the Commission and library staff, including preparation and distribution of newsletters, administrative memos, and other key information.
• Assists with public communications, including press releases, publications, and other print and electronic information about the Library and its services
• Maintains key sections of public and staff websites to support effective communication with a variety of constituencies.
• Manages distribution and ongoing availability of Commission and LAB-related documents and communications in electronic and paper form.
• Oversees donor acknowledgement activities.
• Coordinates activities and information related to gifts and donations, including but not limited to record-keeping, acknowledgement and recognition of donors, management of the donor database, follow-up required, and financial records.
• Supports the Human Resources Manager
• Prepares and posts recruiting notices on intranet and internet at various sites; prints and distributes job announcements to all branches (internal & external).
• Collects employment applications and answers recruiting inquiries.
• Schedules and coordinates interviews.
• Proctors testing of applicants as needed.
• Prepares and distributes correspondence and communications to non-hired applicants.
• Prepares and distributes offer letters.
• Prepares and distributes status change memos for internal staff.
• Provides administrative support during labor negotiations.

KNOWLEDGE AND ABILITIES

Knowledge of:

• Principles, practices, and techniques of records management and communications; 
• resource sources and search techniques, including the use of online catalogs, databases, and Internet resources;
• including creating and maintaining web resources and standard office software including word processing, spreadsheet, presentation, email and calendaring software; 
• public relations and marketing; policies and procedures related to recruitment; 
• English grammar, usage, and composition.

Ability to:

• Work to well-defined goals, coordinate diverse functions, and effectively organize work to achieve objectives; 
• analyze situations and data and make sound decisions; 
• maintain confidentiality of sensitive information; 
• adjust to changing priorities; 
• explain policies and procedures to patrons and staff; use initiative and independent judgment within established procedural guidelines; 
• maintain accurate records and files; 
• prepare clear and concise reports and other written material, including tables, charts, graphs, and presentations; 
• use a range of hardware and software, including learning advanced skills and ability to create and maintain web resources; 
• interact and communicate tactfully and professionally with a wide range of people; 
• maintain confidentiality of sensitive information regarding business/financial operations, recruitment, and labor negotiations.

TO APPLY: 

• A formal application is required. Applications can be obtained from the Library jobs page: http://sonomalibrary.org/sites/default/files/application.pdf or by contacting Carmen Lopez-Caswell at clopez-caswell@sonoma.lib.ca.us.
  
• Please send your completed application by e-mail to jobapps@sonoma.lib.ca.us or fax (527-5076), or mail to 211 E Street, Santa Rosa, CA 95404.