The Position
Are you passionate about supporting libraries and adept at managing a wide array of administrative tasks? The Beaverton City Library seeks a detail-oriented, adaptable professional to serve as our next Library Administrative Assistant. This role focuses on building positive working relationships, handling complex and routine tasks efficiently, and contributing to the library's vibrant environment.
The Beaverton City Library is among the busiest in the state, welcoming approximately 700,000 visitors and making over two million checkouts each year. It is a cornerstone for community engagement, providing diverse programs, services, and resources in multiple languages.
This is a full-time, non-exempt, Management 3 (M3) position. The classification is Administrative Assistant 2. There is one vacancy.
Please click APPLY to submit your application via the City of Beaverton’s online portal. You will need to fill out your work history and respond to several supplemental questions. Your education, skills, and experience will be evaluated using the main application form and supplemental questions; a resume and cover letter are not required and do not substitute for a complete application and work history.
Responsibilities
- Provide administrative support to the Library Director to help achieve departmental goals and maintain efficient operations. This may include managing communications on behalf of the Library Director, scheduling meetings and appointments, making travel arrangements, distributing correspondence, creating reports and presentations, tracking budgets and project timelines.
- Handle confidential matters with discretion and professionalism, including payroll and personnel actions including resignations and terminations.
- Work with Library managers and supervisors and the Finance Department to assure accuracy of employee timesheets.
- Greeting visitors and assisting with public tours.
- Organize Library Advisory Board meetings. Prepare and share agendas, set up hybrid meeting technology, maintain records, and take minutes.
- Serve as the primary contact for library meeting room scheduling and use by city staff and the public. Work with internal and external customers, train staff, and manage scheduling for both public and city events.
- Order products and supplies, reconcile invoices, mediate discrepancies with vendors, and manage contracts for library system.
- Monitor the library’s budget and expenditures, authorize payments, process RFPs, and handle grant and donation deposits.
- Represent the library and city at public events, including presenting information and giving tours during new employee orientations and public tours.
- Assist with the library’s volunteer engagement program by serving on the Volunteer Engagement Committee and directing applications to staff, onboarding new volunteers, managing background checks, and planning volunteer appreciation events.
- Assist with library programs, staff meetings, and city initiatives, including coordinating logistics, purchasing supplies, and providing support.
- Maintain staff directories and email lists and distribute internal and external communications including library mail and reprographic orders.
- Manage work-related travel arrangements for library staff, including conference registrations and bookings. Process reimbursements through the city’s travel system.
- Coordinate work and maintenance requests, and track deadlines.
- Promote and uphold workplace diversity, equity, and inclusion values. Foster a positive and supportive work environment focused on teamwork and quality results.
- Assist at library service points including phones and service desks. Address patron inquiries including library account and borrowing questions, and provide referrals to appropriate resources or agencies.
- Additional duties are outlined in the Administrative Assistant 2 class specification.
Qualifications
Minimum qualifications:
- High school diploma or GED, and
- Five years of closely related experience providing administrative support in an office environment; or
- An equivalent combination of education and experience enabling the incumbent to perform the essential functions of the position.
Licensing and special requirements
- Valid driver’s license and ability to meet the city’s driving standards.
- Ability to pass reference checks and education verification, and satisfy the requirements of a background check.
The City of Beaverton is committed to supporting a culture of accountability, equity and inclusion for all, especially marginalized groups. We pledge to continue the ongoing, difficult and essential work needed to address institutional racism and historical inequities in all forms.
Beaverton is a diverse city, boasting a large population of qualified persons, including women, veterans, Black, Indigenous and people of color, persons with disabilities, generational groups, persons who speak many languages and are of diverse national origins.
Studies have shown that many candidates, especially women, are less likely to apply for a job if they do not believe they meet 100% of the hiring criteria. The city’s talent acquisition goals include hiring the candidate who is best able to meet the performance objectives of the role. We therefore encourage persons with non-traditional skill sets and experiences to apply, even if you believe you do not meet 100% of the qualifications and hiring criteria described.
Compensation
Wage range: $30.69 - $41.43 hourly
Starting rate will be determined depending on relevant work experience as outlined in the Equal Pay Act. New hires who meet minimum requirements will start at step one. Higher steps may be offered to those who have additional years of directly related experience to the position within the posted wage range.
Total compensation package and benefits:
In addition to competitive pay, the city offers a wide variety of benefits to regular employees which make up an exceptional total compensation package.
The city pays the full retirement contribution to PERS including the employee portion; provides employees with an opportunity to participate in a deferred compensation retirement plan; makes available a public service loan forgiveness program and tuition reimbursement program; and offers excellent health, dental, vision and life insurance coverage.
Additional benefits include excellent paid time off (PTO) accrual, PTO cash out options, wellness programs and incentives, a Health Reimbursement Account (HRA) VEBA with 3% employer contributions, an Employee Assistance Program (EAP) and bilingual pay premiums.