Executive Assistant – Executive Office

Pierce County Library System

Hiring Range: $70,857.50 – $82,139.65; Pay Grade Range: $70,857.50 – $98,074.95 annually

Compensation

Pierce County Library System offers a compensation program which recognizes qualifications and experience relevant to each position. The starting pay is established typically within the hiring range below based upon the experience of the individual hired into the role. Our compensation package also includes annual increases for each additional year of experience and tenure in the role, up to the maximum (current year maximum outlined in pay grade range above). Eligibility for overtime is exclusive to positions which are FLSA status non-exempt below.

FLSA Status: Exempt

Position Status: Regular, Full-Time

Schedule: Monday – Friday, 8 AM to 5 PM. Schedule is subject to change.

Union Status: Non-Represented

Candidate Submission Timelines

To be considered for this position please submit your resume and up to 4 additional attachments to display your knowledge, skills and abilities for consideration for this position no later than 5:00 p.m. on closing date below.

Submissions after the Closure Date below will not be considered:
Closure Date: 5 PM October 16, 2022

Veteran Status: Applicants wishing to claim Veterans Preference should select the percentage that they qualify for, 5% or 10% during the application. More information about veteran’s preference, such as the difference in percentage can be found here and here. If you need more information please contact us at: [email protected]

Position Summary

Performs a wide variety of complex administrative support duties directly for executive leaders and/or senior leadership. Work requires in depth knowledge of organizational practices, structure and a high degree of technical skill and experience including technical skills, business communication and grammar and office organization and administration techniques. Exercises independent judgment and initiative on assignments that are sensitive in nature and demonstrates ability to deal with high level contacts inside and outside the organization, including Board members, elected officials, legal counsel, Library supervisors and staff, industry and professional groups, and the media. Gathers and prepares information relative to the executive’s function as assigned. May coordinate purchasing activities.

Essential Functions

Class specifications are intended to provide a descriptive list of the range of duties performed by employee in the class. Specifications are not intended to reflect all duties performed within the job.
Performs effective administrative support duties to support assigned executives, senior management and/or board members.
May support communications on behalf of the assigned executive with individuals, community groups, governmental agencies, Library’s attorney, and professional library organizations regarding planning, collaborative efforts, projects, and operational matters as assigned.
Manages all communications as assigned to support assigned executive(e.g., phones, mail, follow-up, coordinating critical messages and communication liaison). Coordinates, arranges, and confirms meetings for assigned executive and senior management, and the Board of Trustees, as needed.
May receive and screen visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment.
May respond to, resolve, and/or refer to appropriate staff, customer, public and governmental agency inquiries pertaining to the Library’s operations, policies, procedures, inquiries, complaints, inquiries, and decision-making process.
Manages heavy calendar activity by resolving conflicting demands; scheduling/rescheduling meetings, coordinating meeting logistics (e.g., conference, agenda, catering, and audio/visual equipment, meeting materials).
May support communications, as assigned, with law enforcement agencies regarding requests for confidential and/or customer record information.
Provides administrative support to management personnel, Library regions, and staff as assigned.
Transcribes dictation and prepares various types of correspondence, reports, presentations, spreadsheets, tables, and/or other documentation.
Updates and maintains filing systems.
Monitors and ensures office equipment is maintained in proper working conditions; prepares work orders and coordinates the maintenance/repair of equipment.
Performs office administration including such tasks as developing and maintaining filing systems and follow-up systems to assure timely administrative actions.
Archives records and files in accordance with the Library’s records management process.
Assists staff in locating files and records.
Coordinates the purchasing of supplies and equipment for area of assignment; obtains quotes and bids.
Recommends and/or selects vendors; prepares and tracks purchase orders.
Receives and distributes supplies; conducts departmental credit card purchases.
May serve as back up Clerk to the Board of Trustees to prepare and/or drafts Board policies, resolutions, reports, fact sheets, correspondence, meeting agendas and minutes.
Supports processes relating to Requests to Inspect Public Records in accordance with the Public Disclosure Act (RCW 42.17).
Prepares and distributes information which is confidential and/or related to collective bargaining.
Gathers data to support studies and recommendations, procedural or other changes as assigned.
Conducts research; analyzes data; prepares reports, presentations and other documents.
May serve as Notary Public for the Library and provides related assistance to tLibrary staff, and/or members of the public.

Additional Duties And Responsibilities

Reports to the Manager of Executive Office Administration; no supervisory responsibilities.

Core Skills & Qualities / Leadership Competencies

Employees are expected to demonstrate the following qualities at all times:
Customer Focus
Teamwork
Communications
Leadership
Problem Solving
Change and Learning
Positive Attitude
Professional Integrity
Diversity

Required Knowledge, Skills, And Abilities

The employee is expected to perform or possess the following:

Minimum Requirements Including Education, License Or Certifications
Associate’s Degree in Business Administration or a related field, and five years administrative support experience at the Executive level, OR any combination of education and experience which would provide the required knowledge and skills and allows successful performance of the job.
Process improvement knowledge. Proactively resolves issues, conflicts, work processes, seeks improvement opportunities.
Experience in Public Sector preferred.
A valid Washington State Driver’s License and ability to meet bonding requirements for the State of Washington are required.
Must pass criminal background screening prior to hire.
The ability to work evenings and weekends on a rotating schedule and to adapt to schedule changes on short notice is required.
Principles and practices of Office Administration.
Records management practices and standards.
Principles and practices of project management.
Customer service standards and protocols.
Providing executive-level administrative support to assigned personnel.
Responding to public inquiries, concerns, and complaints.
Compiling information and preparing various types of documentation.
Maintaining departmental records, filing systems, databases, and web pages.
Knowledge of virtual meeting software (MS Teams, Skype, Zoom, Web Ex, etc.)

Required

Technology Requirements:
Ability to effectively navigate basic electronic record creation and storage (e.g. timecard/HRIS, performance review, network drive storage)
Use of basic office equipment (e.g. PC, printer, phone, fax, mouse, security alarm)
Basic keyboard and alpha/numeric data entry skills
Basic PC navigation skills in a windows based environment; ability to connect and print
Ability to navigate, search and use basic web functions and applications
Intermediate MS Office Suite skills (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities
Experience with time and attendance systems or processes
Ability to collect, audit, analyze data sufficient to formulate recommendations and make decisions as required by position
Ability to document instruction, troubleshoot, and teach basic level MS Office Suite (e.g. Outlook, Word, Excel) to satisfactorily complete job responsibilities
Desired:
Troubleshoot and teach basic level questions regarding the above
Presentation software
Work order systems
HR systems

Physical And Environmental Conditions

Work is conducted in a normal office setting that provides comfortable lighting, temperature and air conditions. Occasional light lifting, such as three to four reams of paper, four or five books, or other library materials up to 35 pounds may be required. Subject to sitting and standing for extended periods of time, walking, bending, reaching, and lifting objects weighing up to 30-35 pounds. May lift or push up to 50 pounds as needed with assistance.

Work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices or meeting rooms, e.g. use of safe work place practices with office equipment, and/or avoidance of trips and falls and observance of fire regulations.

Work may be performed in a library environment and involve regular contact with the public, and/or require push/pull loaded carts.

The above position description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Benefits
Sick Leave
Medical, Dental, and Basic Life Insurance
Vacation
State Retirement System
Employee Assistance Program
Employees have an opportunity to participate in the Tax Sheltered Annuity Program and the Deferred Compensation Program.
Additional life insurance for the employee and family is available through payroll deduction.

Required Skills

Required Experience