Human Resources Administrative Assistant

Job Number:

King County Library System (KCLS) is seeking a dynamic Administrative Assistant professional to bring their organizational skills and discretion to our Human Resources and Strategy work teams. As the backbone of our department operations the Administrative Assistant plays a crucial role in maintaining the efficiency of our processes ensuring the confidentiality of sensitive information and contributing to the overall success of our organization.

General Position Summary

Provides administrative support to the Director of Human Resources the Organizational Strategy Manager and HR and Strategy work teams. Serves as primary point of contact for incoming contacts and correspondence. Responsible for maintaining public records and tracking department budgets and expenses in compliance with financial legal and regulatory compliance requirements. Coordinates calendar and activities in which the Director is involved.

About King County Library System (KCLS):

KCLS has a vision of a world where knowledge allows diverse communities to prosper and order to support this vision we create opportunities through meaningful connections by acting as the knowledge sharing center for over 1.5 million diverse patrons providing an unparalleled collection of library materials resources technology services and programs.

Approximately 1000 engaged and passionate staff provide service in 50 community library locations and patron engagement using direct outreach programs and virtual assistance. Our service area includes cities towns tribal lands and unincorporated districts of King County with the exception of the city of Seattle.

From a 2021-2022 comprehensive Diversity Equity and Inclusion (DEI) Assessment Demographics and Language Report of the more than 1.5 million residents who live within the KCLS service area almost half identify as Black Indigenous or People of Color (BIPOC). Moreover roughly one-third of the KCLS community speaks a language other than English as their first language.

The King County Library System values the diverse perspectives lived experiences and cultures of all qualified individuals. We seek applicants that reflect the diversity of the communities we serve and encourage individuals of all backgrounds to apply including BIPOC (Black Indigenous and other people of color) immigrants refugees women LGBTQIA individuals with disabilities veterans etc.

KCLS welcomes reasonable accommodations for persons with disabilities as an opportunity to assist qualified individuals to participate in the job application or interview process and/or perform the essential functions of the position upon hire.

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KCLS ensures equal opportunities and consideration for all job applicants without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. KCLS does not tolerate discrimination or harassment during any stage of employment including in recruiting hiring promotion termination leave of absence compensation or training.

Essential Duties:
The items listed in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic and therefore duties may change based on business necessity; however any new duties will remain within the scope of the job.

1. Prepares meeting agendas and minutes.
2. Manages Directors schedule.
3. Orders supplies and equipment for assigned area and analyzes appropriate purchase sources.
4. Prepares budget requests and creates and maintains budget expenditure tracking process.
5. Creates and maintains files including statistical reports for assigned areas.
6. Answers phones and addresses and/or distributes messages as needed.
7. Receives and distributes mail.
8. Composes types and edits a variety of correspondence reports memos and other material.
9. Manages departmental documents and records establishing and maintaining filing systems.
10. Coordinates documents and tracks pertinent data to meet information and reporting needs.
11. Performs special projects as assigned.

1. Provides back up to others across the system.
2. Participates in meetings conferences and seminars.
3. Performs other related duties as assigned.

Core Competencies

Customer Focus

Primarily focused on customer needs able to deliver high-quality value-added services. Constantly strives to find new ways to increase customer satisfaction and understanding foster equitable services and forge meaningful connections.

Valuing Diversity

Manages relationships with all kinds and classes of people inclusively and equitably; respects values and encourages the unique dimension each employee adds to the organization and each member of the community brings to the whole. Seeks opportunities to learn from differences.

Ethics Values and Judgment

Exercises best judgment trustworthiness and professional standards of conduct; consistently demonstrates organizational values moral principles and accountability in behavior character and action. Defends intellectual freedom and patron confidentiality.

Professional & Technical Knowledge

Demonstrates proficiency in professional and technical skills/ and or knowledge in position-related areas; purposely keeps up with current developments and trends in areas of expertise in order to foster personal success and connections for others.

Approachability

Listens more than they talk; allows appropriate time for interactions; purposely builds rapport sets positive tone and exhibits confidence by body language and speech. Maintains boundaries.

Interpersonal Savvy

Relates well to all kinds of people at all levels both internally and externally; builds appropriate relationships; interactions are often purposeful and constructive.

Communicates Effectively

Conveys ideas/information in a way that is clear engaging and suitable to the audience. Main point of their message is apparent. Listens more than they speak responds appropriately. Seeks influence.

Education and Experience
The items listed below are theminimumrequirements for the job and are relevant to this position.The organization values both work experience and education and realizes that individuals take different paths to acquire knowledge.

• Graduation from high school or GED equivalent.
• Higher education or vocational training in office software secretarial science or related field.
• One to two years experience in office assistance including computer software.
• Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.

• Adept multitasker managing several projects at once.
• Demonstrated time management skills.
• Highly organized and detail oriented.
• Considerable knowledge of standard office software and equipment.
• Maintains confidentiality and communicates with tact and discretion.
• Flexible and adapts to changing needs.
• Clearly succinctly and effectively communicates ideas verbally and in writing.

• Certificate in Microsoft Office is preferred.

• Is changing tasks depending upon the shift.
• Constantly sits and seldom/occasionally will stand and walk.
• Will occasionally reach up or down and frequently reach out.
• Neck rotation may be up to occasional.
• Constantly uses hands in conjunction with frequent finger use for keyboarding. This typing may be repetitive up to frequently.
• Will up to occasionally operate foot controls.
• Will seldom lift up to 20 lbs.
• Will seldom push/pull carts and wheeled equipment with light force.
• Extensive close work including use of a PC monitor.

WORK ENVIRONMENT

Work is performed in a normal office environment. Some travel to branch libraries is required.