Library Administrative Coordinator - City of Farmington

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #167: Library Administrative Coordinator

NUMBER OF VACANCIES: 1

DEPARTMENT: Library

PAY GRADE: K

SALARY RANGE: $43,000 - $55,000 Annually

TYPE OF POSITION: Regular, Full-time

WORK LOCATION: Farmington Public Library

DAYS AND HOURS WORKED: Varies, can include weekends and evenings

APPLICATIONS WILL BE RECEIVED THROUGH: Monday, October 7th, 2024

JOB DUTIES

ESSENTIAL DUTIES:

Works under the supervision of the Library Director.

Coordinates all administrative and business activities of the Library including coordination with Finance, Purchasing, Human Resources and other city of Farmington departments. Establishes best practices and guidelines, and provides training to ensure that all staff comply with Library and City of Farmington prescribed procedures. Serves as a key member of the Library's Administrative and core leadership team. May supervise a temporary project team, part-time staff or full-time staff as needed. May present, speak or serve as a Library representative in the City, the community or the Library.

Excellent communication skills are needed to responsibly provide administrative documentation and support for the core staff meetings and ensure current and appropriate Library information and project status is provided weekly to the entire staff in a consistent document format.

Provides general administrative support to the Library Director, in addition to providing leadership and administrative support to the Library's core staff. Acts as the main liaison to the Library Advisory Board and the Library Foundation Board. Responsible for coordinating the official record and note keeping for both boards. Coordinates the ongoing review of Library policies with the Library Advisory Board, the library director and the core Library staff. Consistently document changes as required and ensures access and compliance of FOIA and State record retention requirements.

Participates with the Library Director and the Library Deputy Director in the development and management of the Library's annual budget process, assists in making recommendations for purchases, capital items, or additional personnel employees during the annual budget planning process. Monitors and reports expenditures (as required) during the fiscal year.

Regularly handles confidential personnel information. May assist with reporting and compiling essential library usage statistics. May coordinate or participate in compiling and submitting grants for the Library or the Library Foundation.

Serves as primary Timekeyer and coordinates with other designated Timekeyers assigned to submit payroll information for library staff.

Manages, supports, and maintains training and Notary commissions the Library's public Notary services. Serves as liaison for city-wide campaigns, events and training including the United Way annual drive, annual health fair, safety and technology training and city sponsored recognition and holiday events. Coordinates, as needed, with the City Volunteer Coordinator to recruit volunteers for the library and track and report volunteer statistics.

May assist Library departments with Library acquisitions, including tracking orders, verifying receipt and coordinating with City Financial department personnel.

Provides library departments with resources associated to the operation of the library.

Facilitates use of the library's program spaces for non-library events.

Monitors and manages use of library staff resources and supplies to ensure that library operations are uninterrupted.

Understands and can explain and follow written and/or verbal instructions.

Participates, presents, and attends staff trainings, daily shows, programs, and other events of the library as a valued and trusted member of the Library's management team.

Must be available to work a varied schedule including occasional evenings, weekends and holidays.

Attendance at work is an essential function of this position.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Complies with all library procedures and policies, and the City guideline, rules, regulation, procedures, and policies.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS

Bachelor's degree, with administrative experience preferred. Graduation from a high school or GED equivalent required with additional relevant experience

This position is subject to the City's Drug- and Alcohol-Free Workplace Program, which includes pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

Background check is required.

This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety Program.

Valid driver's license required with acceptable driving record for past three years.

Considerable knowledge of general personnel procedures. Knowledge of state and federal laws, open record laws and personnel administration. Knowledge of standard purchasing, budgeting and accounting practices. Knowledge of the mission and functions of a public library.

Considerable skill in establishing and maintaining cooperative relations with staff, board, volunteers, and vendors. Skill in writing and speaking, planning work, meeting deadlines, and supervising and evaluating the work of others. Ability to communicate well with other city departments, library support groups and the general public.

Graduation from a high school or GED equivalent required with five additional years of experience. Bachelor's degree, with administrative experience preferred.

Working knowledge of general office practices and procedures, with proficient spelling and grammar skills. Ability to perform basic mathematical functions.

Ability to engage and serve the public in a courteous and positive manner. Excellent interpersonal communication skills, to effectively interact with all age levels and cultural and socioeconomic backgrounds. Experience with public speaking and making presentations.

Ability to operate personal computers, including the library's online catalog. Working knowledge of personal computer operations and file management, and with commonly used applications such as MS Word, Excel, Power Point and Internet Explorer.

Ability to perform routine duties as assigned with minimal supervision.

Ability to create written instructions, as well as, follow verbal and/or written instructions.

Ability to work in an innovative and fast-paced public service environment successfully. .

Bilingual skills helpful but not required.

TOOLS AND EQUIPMENT USED:

Library computer system, personal computer, typewriter, calculator, photocopy machine, fax machine, printers, disc cleaning machines and telephone.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, or crouch.

The employee must frequently lift and/or move up to 25 pounds, including routinely push fully-loaded book carts requiring up to 25 pounds of force. The employee may occasionally lift and/or move up to 80 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V