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Assistant to the Executive Director, Sno-Isle Libraries, Marysville, WA

ABOUT US
Sno-Isle Libraries is a large, two-county district in the beautiful North Puget Sound region of Washington State. It encompasses rugged timberlands and suburban centers, rolling farmlands and ocean vistas. Set in the fastest-growing corner of the state, Sno-Isle Libraries serves 728,745 residents in Washington's Snohomish and Island counties through 23 community libraries, online services, and Library on Wheels. Learn more at sno-isle.org.

THE APPLICATION PROCESS

** Sno-Isle employees MUST apply through Paycom to be considered as an Internal candidate **

Applications time out after 30 minutes. It is recommended that you save often, or copy and paste your supplemental question responses from a Word document to ensure no progress is lost.

Use your PayCom Username to create your profile. Apply through the Job Opportunities option located on the PayCom homepage. Online applications must be submitted by 9:59 p.m. on the closing date. Incomplete applications may disqualify you. Resumes and letters of interest are encouraged and should be attached during the application process and will not be accepted as a substitute for a completed Sno-Isle application. Questions may be directed to Human Resources at:

Sno-Isle Human Resources
Marysville Service Center
7312 35th Avenue NE
Marysville, WA 98271-7417

Phone:  360-651-7000 
Fax:  360-651-7151
TTY:  800-647-3753

Applications will be screened and applicants who best match the needs of posted positions will be contacted by phone if selected for an interview. The hiring process can take a minimum of 4 to 8 weeks. Applicants who need accommodations during the application or interview process should contact the Human Resources Department (360) 651-7000.

Positions located at a community library location may include morning, afternoon, evening, and weekend hours including Sundays. A successful candidate may be required to adapt to future schedule and location changes depending on library needs.

All offers of employment are conditioned on the provision of satisfactory proof of applicant's identity and legal authority to work in the U.S. Offers of employment are also conditioned on Sno-Isle's receipt of satisfactory responses to reference requests and a criminal background check, when required.

 

Assistant to the Executive Director

Location: Service Center (Marysville)
Pay Range: $6,075.33 - $8,413.60 Monthly
Hours per week: 40
Job Requisition: 15322

Closing Date: February 1, 2019


Job Summary:
Provides high level administrative support to the Library Executive Director, Board of Trustees, and Leadership Team. Incumbent operates in an environment characterized by involvement in broad system-wide issues and interaction with a variety of internal and external stakeholders on complex, confidential and sensitive matters. Performs a wide variety of administrative functions that affect District-wide issues which require the independent managing of multiple tasks and projects with competing priorities and deadlines. Other tasks include the screening and prioritizing of communications from external and internal sources, developing internal and external contacts throughout the organization and communities, and maintaining the administrative processes and public records for the Library District and Library Capital Facility Areas.

Essential Functions:
Provides administrative support for the Executive Director to include calendar management, phone screening, both internal and external meeting scheduling, travel and conference arrangements, travel reimbursement preparation, correspondence and report preparation.

Provides administrative support for the Board of Trustees to include monthly Board meeting materials and agenda preparation, meeting minutes, record keeping, accuracy review of staff reports, distribution and mailing, incoming and outgoing correspondence, conference and travel arrangements, and expense report preparation.

Maintains positive relationships with community stakeholders, local government officials, and local library advisory boards and Friends groups.

May represent the Executive Director at meetings.

Provides Library District record maintenance to include the annexation agreements with cities, external contracts document log, central filing system, record retention, and information required for State audits.

Provides support for the Library District's Capital Facility Areas (LCFAs) to include the coordination with County officials to schedule meetings, preparation of meeting agendas, meeting minutes, resolutions, and essential documents, as well as record management and maintenance.

Works directly with attorney(s) to prepare official documents for LCFA governing bodies.

Provides grammatical and content editing of external and district-wide documents for Communications Director, Administrative Services Director, and other departments.

Prepares worksheets, tables, and makes statistical calculations for budget documents and other financial records.

Develops and maintains District-wide stakeholder contact database to include data gathering, analysis, and report preparation.

Initiates projects, research assignments, budget management, administration procedures and activities as well as the production and review of documents, reports, and financial information for the Executive Director as directed.

Ensures that stakeholder information is passed from or to the Executive Director accurately and in a timely manner and that those important decisions/actions are not delayed or mismanaged.

 

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