Administrative Assistant

Job Title : Administrative Assistant

All potential applicants are encouraged to scroll through and read the complete job description before applying.

Location : NCW Libraries, Headquarters in Wenatchee, WA

FLSA Status : Non-Exempt

Position Type : Full-Time

Wage : $26.89-$36.14 / hour (JG K)

Bargaining Unit : Not represented

Position Summary :

The Administrative Assistant handles administrative and confidential tasks to support the Executive Director, Board of Trustees, and Executive Team members.

This role involves regular, professional communications with community stakeholders and members of the public. Responsibilities include managing schedules, writing formal communications, coordinating monthly meetings for the Board of Trustees and their committees, and serving as the library district’s public records officer.

This position is supervised by and reports directly to the Executive Director. The ideal candidate is highly organized, detail-oriented, and adept at multitasking in a dynamic environment.

At the direction of the Executive Director or Deputy Director, this role may also oversee special projects or initiatives for the Library System.

Essential Duties and Responsibilities :

Support : Executive Director

Executive Director

• Provide direct administrative support to the Executive Director by preparing meeting materials, agendas, and summaries for use in meetings with internal and external stakeholders.
• Manage the Executive Director’s daily calendar, including scheduling meetings, reserving meeting rooms, and arranging travel logistics.
• Schedule Executive and Leadership Team meetings, prepare agendas and other materials, take minutes, and create summaries for review.
• Collaborate with the Communications & Engagement Manager on annual publications, announcements, press releases, or all staff emails.

Support the Marketing & Communications departments by keeping contact lists up to date and facilitating the efficient distribution of public communications out of the Executive Director’s office.

• Manage logistics for Library meetings, events, and trainings as requested by the Executive Director.
• Assist the Executive Director and Deputy Director with a variety of operations activities, including special projects, research, and assignments as needed.

Board of Trustees

• Coordinate monthly Board of Trustee meetings and subcommittee meetings including posting public notices, drafting meeting agendas, preparing meeting packets, coordinating with Board Members, and setting up audiovisual equipment for public viewing.
• Prepare, disseminate, and record formal minutes and board resolutions in accordance with the Washington State Open Public Meetings Act.
• Manage the Board of Trustees annual calendar, ensuring effective communication with board members.
• Assist with planning of board events, retreats, and other special occasions, ensuring trustees are adequately supported.

Arrange overnight lodging for trustees as needed.

• Draft official correspondence for the Board of Trustees.
• Follow up on board actions as necessary.
• Maintain all official records of the Board of Trustees, ensuring compliance with applicable regulations and policies.

General

• Serve as NCW Libraries’ Public Records Officer and respond to Public Records requests pursuant to the Public Records Act.
• Perform archiving and records retention activities following the Washington State Records Retention Schedule.
• Edit and maintain library policies and procedures on a predetermined schedule, collaborating with relevant departments to ensure accuracy, compliance, and alignment with organizational goals.

An essential function of this position is consistent and punctual attendance.

Customer Service :

• Deliver prompt, excellent service and feedback to all internal and external requests and inquiries.
• Addresses requests for information as appropriate.
• Remain flexible and handle frequent interruptions with diplomacy.
• Manage sensitive information with the utmost confidentiality.
• Foster positive relationships with community stakeholders, local government officials, the library advisory board, and Friends groups.

Communication :

• Promote and model courteous, respectful, and timely communication in all situations.
• Seek transparency and openness when appropriate.
• Give and welcome constructive, respectful feedback while fostering a positive team spirit.
• Effective and compelling communication in written, verbal and nonverbal form.
• Listen actively and well.
• Maintain confidentiality in all aspects of the position.

Professional Development :

• Develop skills in organizational efficiency, time management, professionalism, and customer service.
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Stay abreast of library policies and procedures.
• Align behavior with the library’s mission, values, and strategic focus in serving a diverse stakeholder community.

Core Competencies :

At NCW Libraries, we believe that the foundation of our success lies in the unique abilities and skills each team member brings to the table.

The core competencies outlined below represent the key attributes and behaviors that are essential for excelling in this role.

We seek individuals who embody these qualities and are committed to fostering a dynamic, innovative, and collaborative work environment.

If you possess these competencies, we encourage you to apply and join us in driving NCW Libraries forward.

• Ethical Practice : Consistently demonstrates integrity through behavior, character, and action. Reliably applies good judgment that reflects organizational values.
• Professionalism : Completes work to a set standard, both as an individual and part of a team. Exhibits competence and proficiency, and consistently demonstrates accountability.

Serves as a positive representative of the library district both at work and in the community.

• Building Respectful Relationships : Promotes confidentiality and trust, fosters a positive culture, and exhibits respect with all verbal and nonverbal communication.
• Effective Communication & Collaboration : Provides concise, timely, and accurate information through appropriate channels, internally and externally.

Welcomes and offers constructive feedback. Listens actively and works effectively with others to achieve organizational goals and objectives.

Adaptability : Responds positively to organizational change and shows a willingness and flexibility to learn and develop.

Able to assess and make decisions in the moment, even when lacking complete information. Remains calm during tense or challenging situations or periods of stress.

Valuing Diversity & Promoting Inclusiveness : Values diverse perspectives, consistently exhibits inclusive behavior, and cultivates respect for all individuals, groups, and cultures.

Approaches relationships and communication with staff and community with respect and recognizes opportunities for their own personal learning and growth.

Library Advocacy & Intellectual Freedom : Promotes and supports the fundamental purpose of the public library, including mission, vision, and strategic directions of NCW Libraries.

Understands and can articulate the library’s role in providing free and equal access to ideas, information, resources, and services, from all points of view, without restriction, to every individual.

Education & Experience :

• Bachelor’s degree from an accredited four-year college or university.
• In the absence of a degree, a combination of relevant education, training, and experience will be considered.
• The ideal candidate will be able to build relationships at all levels, have five years progressively responsible administrative support experience, including two years at the executive level and experience working with a governing board.
• Valid driver’s license in the State of Washington is required.

Knowledge, Skills, and Abilities :

• Current knowledge of the Washington State Open Public Meetings Act.
• Current knowledge of Public Disclosure Act governing Public Record Requests.
• Experience working with Board(s) of Directors and Executive leadership.
• Proficient in public sector communications management principles and practices.
• Communicate effectively verbally and in writing.
• Strong proofreading skills and understanding of English grammar, punctuation and spelling.
• Ability to gather, prepare and compile complex statistical data for internal and external stakeholders.
• Understanding the preparation, handling, and maintenance of highly confidential and / or sensitive documentation.
• Establishes and maintains effective working relationships with staff, organizations, and the public.
• Demonstrate quality customer service and reflect NCW Libraries mission, vision, and values in all interactions.
• Strong organizational skills, with the ability to multitask, prioritize, and adapt to changing demands.
• Exhibit reliability and dependability. Demonstrate punctuality and regular and consistent attendance.
• Attention to detail with strong problem-solving and initiative-taking abilities.
• Proficient in Microsoft Office suite and knowledgeable in office management systems and procedures.

Compensation and Benefits :

The pay grade for this position spans from $26.89-$36.14 / hour divided into 11 steps. New employees typically start at step 1 of the pay range, unless it is determined that previous experience and education warrant a higher starting wage.

Employees demonstrating good performance can expect a 3% annual step increase on their anniversary date as adopted in the annual budget.

• NCW Libraries offers a Bilingual pay incentive for demonstrated fluency in Spanish for identified positions.
• Washington State PERS retirement.
• Employee Assistance Program (EAP).
• Employer Paid Dental, Vision and Life and LTD for the employee.
• Medical coverage available (most plans paid in full for the employee).
• 12 paid holidays throughout the year, plus 2 personal holidays of their choice.
• 8 hours of sick leave accrued per month for full-time employees.
• 8 hours per month vacation leave accrual for full-time employees; this increases over time based on years of employment.
• Other types of paid time off for a variety of situations, including jury duty and bereavement leave.
• Eligibility for additional voluntary life and ADD insurance, income protection plans, flexible spending accounts, deferred compensation, identity and fraud prevention, legal protection, pet insurance and BenefitHub Discounts.

Work Environment & Physical Demands :

• Work is performed in a busy, service-oriented office with frequent interruptions and under the stress of continual pressure to meet deadlines and handle competing priorities.
• Normally seated, standing, or walking at will.
• Normally physical activity including some bending, pushing, pulling and lifting and carrying, which may range up to 45 lbs. upon occasion.
• Keyboarding and working at a computer monitor for extended periods required.
• Phone usage, reading, speaking, and listening.
• The typical work schedule is Monday through Friday, 8 : 00 AM to 5 : 00 PM, with the expectation of flexibility to adjust for occasional evening or weekend events.

Equal Opportunity Employer :

NCW Libraries is an equal opportunity employer committed to creating a diverse and inclusive workplace. We welcome applicants from all walks of life and are committed to supporting diverse talent.

We ensure all qualified applicants receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or any other characteristic protected by law.

If you need assistance or accommodation during the application process due to a disability, please contact us at [email protected].

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