What are the responsibilities and job description for the Administrative Assistant III position at City of Victoria, TX?
JOB SUMMARY
The successful candidate will perform advanced level administrative duties. This is an exciting opportunity for someone who brings solid administrative experience and will excel at being a supportive and collaborative team player.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Upholds the vision, core values and communication agreements of Victoria Public Library with an emphasis on customer service and confidentiality.
- Provides frontline customer service in the Library Director’s Office, including but not limited to: serving as primary receptionist for the department, determining the needs of customers and directing them to the appropriate person and answering phone calls.
- Performs administrative duties to provide efficient operation of the Library Director’s office.
- Serves as library’s departmental timekeeper.
- Maintains meeting room booking calendar and provides forms to customers for room reservation and donations.
- Inputs work orders, performs property and equipment inventories.
- Assists with the Library Advisory Board by setting up the room for meetings, handling correspondence, and taking meeting minutes.
- Works closely with the Friends of Victoria Public Library to maintain membership records and prepare for book sales.
- Maintains and acquires supplies for the department.
- Assists department in maintaining proper paperwork for Human Resources when dealing with personnel changes. Maintains department personnel file in accordance with Records Retention schedules and helps supports new employees to the Library Department with orientation items for the Library.
- Regular attendance at work and arrives on time.
- Performs all other job-related duties as assigned or as become apparent.
PHYSICAL AND ENVIRONMENTAL CONDITIONS
Ability to sit, stand, and move about an office or building. Employee bends and squats in order to file or retrieve information. Occasionally lifts materials weighing 10-30 pounds and may rarely push/move book trucks weighing in excess of 300 pounds.
Knowledge, Abilities and Skills:
Ability to read and effectively communicate both verbally and in writing. Ability to prioritize work assignments; read and understand manuals; record work activities. Must be able to maintain confidentiality, multi-task in a fast pace environment, and be well organized. Ability to input and retrieve data utilizing a computer. Extensive knowledge of Microsoft Office applications including but not limited to Word, Excel and Outlook. Skill in the operation and maintenance of office machines and equipment including computers, typewriters, copiers, facsimile and other office equipment. Skill in typing and word processing.
REQUIRED QUALIFICATIONS
Minimum Education, Experience and Certification:
High school diploma or GED required. One to three years office experience required. SAP experience preferred. Will consider equivalent combination of experience and education, which provides the knowledge, abilities and skills required for the job.
License and Certification Requirements:
Requires valid Texas Driver’s license with driving record that meets City guidelines.
