Job Description

Library Administrative Assistant

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Library Administrative Assistant

Salary

$66,539.20 Annually

Location

City of Bellingham, WA

Job Type

Full Time

Job Number

24- Library Admin Assistant

Department

Library

Opening Date

05/31/2024

Closing Date

6/14/2024 4:30 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

Eteam

+ Description

+ Benefits

+ Questions

Nature of Work

Do you have strong organizational skills, customer service skills, and an interest in the library system? The Bellingham Public Library is currently recruiting a Library Administrative Assistant!

The Library Administrative Assistant serves as confidential administrative assistant to the Library Director and performs a variety of administrative, office management, payroll, executive support, and budgeting and accounting support duties for the Library.

SALARY AND BENEFITS:

This position will start at Step 1 ($31.99/hour). Employees receive step increases annually in accordance with the E-Team Handbook ( and City policy. The full hourly range for this position is $31.99 - $38.88. For internal candidates, placement within the range is based on City Pay Placement Procedures.

City of Bellingham employees receive medical, dental, and vision insurance as well as life insurance and long-term disability. Additional benefits include flexible spending accounts, a medical insurance opt-out program, and access to our employee assistance program. All eligible City employees are enrolled in a Washington State Department of Retirement Systems ( pension plan. Additionally, employees may elect to enroll in supplemental retirement plans; 457 deferred compensation savings plan, and 401(a) retirement savings plan.

Employees will receive 12 paid holidays in addition to one paid floating holiday each year. Upon hire, employees are provided a sick leave bank of 40 hours in addition to accruing 8 hours of sick leave per month in accordance with the handbook and Washington State Law.

At the time of hire, employees will accrue 13.33 hours of vacation per month. Vacation accruals increase based on years of service. Leave accruals are based on 1.0 FTE, accruals are pro-rated if part-time and require employee to be in paid status at least 120 hours/month.

For additional information regarding benefits and compensation Information, please visit the following:

+ Labor Agreements, Pay Schedules and E-Team Employee Handbook - City of Bellingham (cob.org) (

+ Employment Benefits - City of Bellingham (cob.org)

Closing Date/Time: Fri. 6/14/2024 4:30 PM Pacific Time

ESSENTIAL FUNCTIONS OF THE JOB:

+ Supports work of the Library Director. Screens incoming calls, mail, visitors, and meeting requests. Manages Library Directors calendar. Communicates information on behalf of the Director. Prepares reports, grant applications, policies, studies, Powerpoint slides, and illustrative graphs and charts.

+ Prepares routine and confidential correspondence. Receives, redirects, and responds to a variety of general and confidential inquiries from citizens and employees; assists in coordinating responses.

+ Supports work of the Library Board of Trustees under direction from the Library Director. Prepares and publishes meeting agendas, board packets, and makes all meeting arrangements, including noticing meetings to local media. Assures Board members receive meeting information in a timely manner. Serves as assistant to the Library Board, attends Library Board meetings, takes notes, and prepares Board minutes. Assembles and compiles information for statistical activity reports. Schedules appointments and arranges meetings for Library Director and Board members.

+ Manages office operations for the Library. Develops office procedures and performs administrative tasks involving payroll, timekeeping, budgeting, accounting, and personnel. Orders and maintains inventory of all office supplies.

+ Responsible for Departments records system. Develops and maintains the administrative office filing system, maintains accurate record of contracts and other important documents, routing for signature as required, and updates various policies and procedure manuals under direction of the Library Director. Prepares records retention schedules, arranges for transmittal of records to Records Center for storage and/or destruction and arranges retrieval of materials as needed. Responds to Public Record requests under direction of the Library Director.

+ Prepares Librarys annual budget documents and monitors and records budget expenditures, including: gathering and compiling budget information; estimating the needs and costs for supplies and equipment; researching information needed for purchase requisitions; determining areas of potential over or under expenditures; and initiating journal entries. Initiates and prepares appropriate City Council agenda bills relating to the Librarys budget. Prepares a variety of financial reports for the Director and Library Board of Trustees. Assists in the preparation of Librarys annual financial and statistical reports.

+ Performs all accounts receivable and payable activities: prepares requisitions for Purchase Orders; reviews vendor invoices for accuracy and enters them into financial software for payment and archiving; maintains Gift Fund accounts and monitors Whatcom Community Foundation accounts; counts and reconciles money from coin-operated equipment and ensures equipment is maintained in good operating condition; reconciles Point of Sale revenues with Integrated Library System reports; prepares daily deposit; verifies and remits refunds; tracks and monitors grants; maintains petty cash accounts; and reconciles all Library credit card statements.

+ Acts as primary time administrator for department. Initiates and processes all electronic personnel actions for Library staff including appointments, terminations, and changes. Collects and maintains record of Volunteer background checks.

+ Collects compensation and comparative data for union negotiations and provides confidential negotiations support.

+ Arranges local and out-of-town reservations for conferences, transportation, and lodging. Initiates travel authorizations and compiles back-up documentation.

ADDITIONAL WORK PERFORMED:

+ Responsible for office asset inventory.

+ Distributes and maintains records for meter passes and temporary parking permits.

+ May type and track management proposals and prepare spreadsheets and other documents for presentation in negotiations.

+ Performs other related work of a similar nature and level.

WORKING ENVIRONMENT:

Work is performed primarily in an office setting with the majority of time at a computer workstation. Work requires sitting or standing for extended periods of time, using a computer workstation and other office equipment and receiving visitors to the Library Director's office. Work may include support for meetings outside the usual work day. This is a sedentary position with minimal physical exertion requirements.

Physical ability to perform essential functions of the job, including:

+ Frequently operate a computer and other office machinery such as a keyboard, mouse, phone, and fax machine;

+ Frequently communicate accurate information and ideas with others;

+ Frequently remain stationary for long periods of time;

+ Occasionally transport objects weighing 10-15 pounds.

Experience and Training

+ High school diploma or General Equivalency Diploma (GED).

+ Three years of responsible experience in accounting support and office management.

+ Strong experience utilizing computer applications for word processing, spreadsheets, presentation software, and database management.

+ Keyboarding at 45 WPM.

+ One year of relevant post-secondary vocational or college training preferred.

+ Experience utilizing computer graphics preferred.

An equivalent combination of education and experience sufficient to provide the applicant with the knowledge, skill and ability to successfully perform the essential functions of the job will be considered.

Necessary Special Requirements

+ Employment contingent upon passing a criminal convictions check and child and vulnerable adult abuse records check (See Fair Hiring Practices).

Selection Process

Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training.

First-round interviews for the most qualified candidates are tentatively scheduled for July 12, 2024. Invitations to participate in the Interview process will be sent via e-mail on or around June 28, 2024.

Second Round In-Person Interviews are scheduled for July 26, 2024.

Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers.

Equal Opportunity:

Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual's race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment.

Fair Hiring Practices

+ The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment.

+ The City will not inquire about an applicant's criminal history until after a conditional job offer has been made.

+ The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied.

+ The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

There are many good reasons for working at the City of Bellingham. The work is rewarding and you have an opportunity to serve your community. Another good reason is the great benefits that the City offers its employees. See our benefits section ( for additional information.

This position is unrepresented. Specific benefit information including Holidays, Vacation Accruals, Health, Dental and Vision Plans with cost sharing and Deferred Compensation Match can be found in the E-Team Handbook. (

This position is covered by the State of Washington Department of Retirement Systems PERS plan. PERS requires mandatory employee and City contributions. Please visit the DRS website ( for more information on PERS.

01

Do you have a high school diploma?

+ Yes

+ No

02

Do you have three years of responsible experience in accounting support and office management?

+ Yes

+ No

03

Do you have strong experience utilizing computer applications for word processing, spreadsheets, presentation software, and database management?

+ Yes

+ No

04

Do you have the ability to keyboard at a minimum of 45 wpm net?

+ Yes

+ No

05

Or in place of the above requirements, do you have a combination of relevant education and experience that provides you with the required knowledge, skill and ability to be considered? If yes, please briefly describe.

06

Do you have any of the preferred qualifications? (Note: Mark all that apply)

+ One year of relevant post-secondary vocational or college training

+ Experience utilizing computer graphics

07

Thoroughly describe your experience and training with managing office operations.

Please include your experience in the following areas: payroll, timekeeping, budgeting, and accounting.

08

Describe your experience providing executive-level support.

Required Question

Agency

City of Bellingham

Address

104 West Magnolia Street Bellingham, Washington, 98225

Phone

360-778-8228

Website

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Job Tags

Hourly pay, Holiday work, Full time, Temporary work, Part time, Work experience placement, Bank staff, Local area, Flexible hours,

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