Extra-Help Administrative Specialist

ABOUT US

Sonoma County Library creates community through discovery culture and connection.

We are known locally for our engaged creative and empowered staff. We rely on community input to guide our decisions and we proudly champion diversity and equity in all aspects of our are for more about the librarys mission vision and values here.

This is a tremendous opportunity to be part of a mission-driven public agency and help transform the literacy and education landscape for all Sonoma County residents. If you would like to join our team of dedicated professionals we invite you to apply.

Sonoma County Library

Announces an Employment Opportunity

E-H ADMINISTRATIVE SPECIALIST- HEADQUARTERS

*EXTRA-HELP (E-H)

*Not to exceed 960 hours in one fiscal year

We are seeking a detail-oriented and collaborative Extra-Help Administrative Specialist to join our team at Sonoma County Library Headquarters. The ideal candidate is highly organized adaptable and customer service-focused with strong administrative skills attention to detail and the ability to manage multiple priorities in a fast-paced environment.

To be considered for this opportunity applicants must complete the Supplemental Questions. Candidates who successfully complete the interview process will be added to a pre-qualified list and may be considered for other vacancies that arise in the next twelve months.

ABOUT THE POSITION:

This non-benefited Extra-Help Administrative Specialist position will provide administrative support to the Executive Services Division and Fund Development Department at Sonoma County Library Headquarters.

This position assists Executive Services by performing a variety of clerical and administrative duties including data entry project creation tracking and maintenance email correspondence report/survey preparation filing research and analysis as well as other assigned responsibilities.

The position will also provide administrative support to the Fund Development team by assisting with a variety of tasks including data entry donor acknowledgement and event invitation mailings (print and electronic) and assist in the preparation execution and staffing of Board meetings and donor events among other duties.

Please see the below class specifications for full details about this position.

SALARY RANGE: $39.24/hour no benefits

CLOSING DATE:11:59pm Tuesday August 18 2026

EST: OCTOBER 2015

REV: MARCH 2026

FLSA: NON-EXEMPT

ADMINISTRATIVE SPECIALIST

Represented

Performs a variety of paraprofessional administrative and specialized program support duties of considerable complexity requiring thorough knowledge of the assigned program or department its procedures and operational details; provides administrative support to management departmental staff and professional library staff; performs research on a wide variety of special and ongoing projects; composes and prepares correspondence reports and presentations using considerable judgment in content and style; plans organizes and coordinates program activities; provides assistance for a wide variety of assignments related to the administration of grants personnel accounts/budgets contracts research projects and department programs;and performs other duties as required.

Receives general supervision from Library Director or other assigned manager. May provide training and work direction to support staff contractors and/or volunteers.

This is a full journey-level class responsible for performing complex administrative and program support duties including assisting in department-related projects and programs. Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility working with a high degree of independent judgment tact and initiative. Incumbents are typically responsible for the coordination of a program or activity under the oversight of the Library Director or an assigned manager who establishes the policy and working procedures of the function. Employees in this classification may coordinate and lead the work of support staff contractors and volunteers.

EXAMPLES OF TYPICAL JOB FUNCTIONS(Illustrative Only)

Each incumbent in the classification may not perform all the duties listed below depending upon the program(s) for which they are responsible.

• Provides administrative support to Library Director or other assigned manager and departmental staff by assisting with duties of a complex nature; acts as a liaison between management library staff and library users in support of library programs; manages calendars participates in meetings and presents data to assist managers in making operational and administrative decisions.
• Schedules and/or coordinates program and departmental activities and meetings including preparing agendas and informational packets arranges for necessary room set-up and materials to be available at meetings taking minutes assigning action items and maintaining calendars.
• May evaluate staff schedule assignments and coordinate scheduling to ensure efficient branch operations.
• May serve as back up for the Assistant to the Library Commission.
• May reconcile timesheets for extra help staff.
• Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects; monitors and follows up on project status.
• Confers with management professionals and others in order to gather necessary information to assist in the preparation and submission of narrative and statistical reports and resulting recommendations.
• Trains or orients staff and others in assigned areas in program activities and in the use of documents data or library automated systems; researches and corrects problems.
• Tracks expenditures and monitors program and/or department budgets; reviews and submits invoices; participates in and coordinates purchasing for the program and/or department.
• Assists in reviewing and monitoring federal state and other grant programs; assists in preparing or coordinating applications for such grants; assists in the bidding and contracting process including contract review and monitoring activities.
• Organizes and carries out administrative assignments; researches compiles and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports manuals articles announcements and other informational materials.
• Composes types edits and proofreads a variety of complex documents including forms memos administrative statistical financial and staff reports and correspondence for department staff from rough draft dictation equipment handwritten copy verbal instructions or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation spelling and grammar; makes or suggests corrections.
• Prepares and processes reports forms and grant applications; creates records requests for payments purchase orders invoices contracts and agreements.
• Develops and implements filing indexing tracking and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to library user and staff inquiries.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications records and files.
• Monitors and orders office and other related supplies; prepares processes and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
• Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities.
• Coordinates and integrates services and activities with other library departments programs and outside agencies.
• Operates a variety of standard office equipment including job-related computer hardware and software applications copiers postage meters facsimile machines multi-line telephones and transcription equipment; may operate other department-specific equipment.
• Assists in various aspects of general administrative processes such as purchasing facilities operations office automation safety personnel customer service and public information.
• Communicates orally in writing or through graphic representations and statistical summaries with colleagues managers employees library users organized employee groups and representatives of various organizations.
• Performs other duties as assigned.

COMPETENCIES

Knowledge of:

• Principles and practices of library administration management and government.
• Basic principles practices and procedures of funding sources and grant funds disbursement.
• Project and/or program coordination research processes and report preparation techniques.
• Municipal programs such as but not limited to purchasing finance budgeting and other related governmental programs.
• Organizational practices as applied to the analysis evaluation development and implementation of programs policies and procedures.
• Basic principles and practices of public administration as applied to library and program administration.
• Basic principles and practices of fund accounting and public agency budgeting.
• Research and reporting methods techniques and procedures.
• Sources of information related to a broad range of library programs services and administration.
• Applicable Federal State and local lawsregulatory codes ordinances and proceduresrelevant to assigned area of responsibility.
• Public relations techniques.
• Principles and practices of contract administration and evaluation and budget tracking.
• Recent and on-going developments current literature and sources of information related to the operations of the assigned program or department.
• Record keeping principles and procedures.
• Modern office practices methods computer equipment and applications related to the work.
• English usage grammar spelling vocabulary and punctuation.
• Techniques for effectively representing the library in contacts with governmental agencies community groups and various business professional educational regulatory and legislative organizations.
• Techniques for providing a high level of customer service by effectively dealing with library users vendors contractors and library staff.

Ability to:

• Assist in the development of goals objectives policies procedures and work standards for the department.
• Coordinate and oversee programmatic administrative budgeting and fiscal reporting activities.
• Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative.
• Plan organize and carry out assignments from management staff with minimal direction.
• Conduct research on a wide variety of administrative topics including grant funding contract feasibility budget and staffing proposals and operational alternatives.
• Analyze interpret summarize and present administrative and technical information and data in an effective manner.
• Evaluate and develop improvements in operations procedures policies or methods.
• Research analyze and evaluate new service delivery methods procedures and techniques.
• Prepare clear and concise reports correspondence policies procedures and other written materials.
• Interpret apply explain and ensure compliance with applicable Federal State and local policies procedures laws and regulations.
• Establish and maintain a variety of filing record keeping and tracking systems.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work set priorities and meet critical time deadlines.
• Operate and maintain modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person over the telephone and in writing.
• Use tact initiative prudence and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish and maintain working relationships with those contacted in the course of work.

QUALIFICATIONS

Any combination of training and experience that would provide the required knowledge skills and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education and Experience:

Four years of administrative experience combined with two years of college coursework in library science education business/public administration finance human resources management or a related field; or any combination of technical training education and/or experience which would provide the necessary knowledge and abilities.

Licenses and Certifications:

None.

Must possess mobility to work in a standard office and library setting and use standard office equipment including a computer; vision to read printed materials and a computer screen; hearing and speech to communicate in person before groups and over the telephone. This classification primarily works indoors and requires movement between work areas. Finger dexterity is needed to access enter and retrieve materials and data using a computer keyboard or calculator and to operate standard office in this classification occasionally bend stoop kneel reach push and pull drawers open and closed to retrieve and file information. Positions in this classification occasionally lift and carry reports records and materials that typically weigh less than twenty-five (25) pounds.

Employees work in an office environment with moderate noise levels controlled temperature conditions and no direct exposure to hazardous physical substances and competing priorities. Employees may interact with staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures in a variety of settings. Employees may come into contact with abrasive or disruptive people.

WORKING CONDITIONS

May be required to work flexible schedules including evenings and weekends.

Application Process:

Please go to to apply. Applications must be complete and submitted by the final filing date to be considered. Resumes will not substitute for a completed application.

The application process may contain one or more of the following steps: a supplemental application written test(s) skills assessment(s) and/or oral examination(s).

Employment Information:

Employment offers will be contingent upon a successful reference check pre-employment verification and criminal records clearance. Having a criminal record will not necessarily disqualify an applicant from employment.

Request for Accommodation:

Sonoma County Library will make reasonable accommodations in the recruitment process to accommodate applicants with disabilities. If you are invited to participate in an examination or interview and have a disability for which you require an accommodation please contact the Human Resources Department at extension 1591 as soon as possible to make arrangements for your accommodation. Please refer to the Librarys Notice Under the Americans with Disabilities Act (ADA) Policy for additional information.

We are committed to diversity and inclusion in the recruiting and hiring of staff and encourage applicants of all backgrounds and abilities to apply.

Recruitment Contact

Contact phone: ext. 1591

Contact email: