Job Posting for Administrative Assistant II-Library Services at Fairbanks North Star Borough

POSITION TITLE: Administrative Assistant II—Library Services

STATUS: Regular Full Time

SALARY: 6A $25.60/hr

FLSA: Non-Exempt

PCN: LB0162A

UNION STATUS: 01 APEA

REPORTS TO: Administrative Services Manager

POSITIONS SUPERVISED: None

Closes: 05/30/24 9:00 PM AK

Basic Function

Provide moderately complex and varied administrative support to the Library Services Department.

Typical Duties

Serve as department receptionist, answer phones, process incoming mail, process and log comment forms in database, and process meeting room applications. Greet and work with public requesting assistance from Administration.
Responsible for all meeting minutes and/or recordings for large group library staff meetings, including those attended by all staff, the professional group, and the selection committee. Create, print, and distribute schedules, flyers, signage, and advertisements. Set up and record on-line meetings.
Schedule and control display case usage to include applicants with non-profit (501c3) status, policy explanation, and check-in/out of each case. Notify supervisor if use of display cases and materials are out of conformance with policy and safety requirements. Responsible for communicating with applicants regarding timeliness of removing items at end of month.
Update webpage and online calendar content related to Administration and facilities.
Schedule and control meeting room use to include interviewing, policy explanation, fee collection and check-in and check-out of rooms. Coordinate video conferencing meetings. Assist in maintenance of equipment and rooms. Notify Supervisor if use of rooms and/or storage of equipment and materials are out of conformance with policy and safety requirements.
Prepare and/or assist with all personnel and facility user reporting, including monthly usage statistics. Maintain departmental records in accordance with Borough records retention policy. Place facility work orders and coordinate tasks with appropriate personnel to minimize disruption of operations.
Monitor PITS database, then if necessary, collect appropriate data and file an FNSB incident report with Risk Management.
Serve as Library Services Department timekeeper. Review and process all library timecards working with staff, Supervisors, and Managers to make sure timecards are accurate and timely.
Key operator for copier and fax machine. Issue building keys, key cards, and lockers.
Provide backup for key aspects of the Purchasing Agent position.
Assist with deposits and the processing of public funds in accordance with Borough cash handling procedures. Serve as petty cash custodian.
Maintain library files and fixed asset records. Serve as alternate fixed asset custodian.
Maintain an updated and accurate desk manual.
Other duties as assigned within the scope of assisting library staff with continued continuity of operations.

Minimum Qualifications

High school diploma or equivalent and four years of progressively responsible office administrative experience with knowledge of administrative practices and procedures.
Demonstrated ability to operate a personal computer for a variety of computer programs; (MS Word, Publisher, and Excel required), type at a proficient level. Ability to operate a variety of office machines (copier, scanner, fax, multi-function phone, printers etc.).
Prefer experience setting up and recording online meetings.
Prefer experience with automated timekeeping, payroll, and financial accounting systems.
PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)

Knowledge, Skills, And Abilities

Ability to compose, format and edit complex communications.
Ability to comprehend and execute verbal and written instructions and to use independent judgement in applying established guidelines in varied situations.
Must be capable of functioning with minimal direction and perform work in an organized and professional manner sometimes under stressful situations and the pressures of short deadlines.
Ability to deal effectively and harmoniously with the public and maintain effective working relationships with other employees.
Ability to maintain confidentiality of information and ability to use independent judgment.

Other

A SKILLS TEST MAY BE ADMINISTERED TO ALL QUALIFIED APPLICANTS.
This position requires a criminal background check.

Job Contacts

Frequent interdepartmental business contact and frequent contacts involving outside organization/agencies, and the public.

Job Responsibility

Supervisor responsibilities: directs work flow of permanent/temporary/seasonal/volunteers; experiences minor problems daily and occasional major ones; little immediate supervision is required: must use own initiative in handling most problems; the consequences of error, carelessness or mistaken judgment require normal effort to recover.

Work Environment

General office where conditions are pleasant; there is minor accident/hazard probability; requires short periods of moderate lifting, pushing or pulling (25-50 lbs.).

Application Procedure

Apply Online

Individuals interested in applying for this position must submit a completed online application on or before the closing date and time as specified in the Job Posting. Online applications can be located at www.fnsb.gov/jobs.

For additional information please call (907) 459-1202 or the Borough Direct Job Line at (907) 459-1206.

The Borough complies with the Americans with Disabilities Act (ADA). If you need an accommodation to participate in the application/interview/selection process, contact the Human Resources Office at (907)459-1202 or the EEO office. The EEO Compliance Officer can be contacted at (907) 459-1309.

AN EQUAL OPPORTUNITY EMPLOYER

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