Please ensure that you fill out this DPS criminal background check permission form (you must open this in internet explorer to digitally sign). All that is needed is your name, signature, and the date.YOUR APPLICATION WILL BE CONSIDERED INCOMPLETE WITHOUT THE TWO FORMS LISTED BELOW : You MUST attachDPS criminal background check permission formResumeOrganizes and coordinates Midland County Public Libraries and the Law Library administration and procedures, to ensure organizational effectiveness, efficiency, and safety. Responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. Provides administrative support to Administration Team as needed, provides general office support with a variety of clerical activities and related tasks.ESSENTIAL DUTIES AND RESPONSIBILITIES includes the following. Other duties may be assigned.Works collaboratively and demonstrates a high level of professionalism and confidentiality to effectively interact with senior staff, external constituents, and all levels in the organization.Supports staff by providing information, educational opportunities, and experiential growth opportunities. Updates administrative systems to make them more efficient.Performs analytic and query work, as well as compiles reports based on data. Creates and maintains files and databases to enhance efficiency and productivity. Completes and audits monthly reports and records for discrepancies and reconcile issues as appropriate.Liaises between the Library Director's office and customers, vendors, internal groups / managers and is the primary point of contact for internal and external constituencies. Communicates with persons outside of the organization and represents the organization in a professional manner to the public and external sources.Reconciles and generates financial reports for grant reports and assists in database entry and monthly / quarterly reconciliations. Reports financials to County Auditor.Maintains organized records of financial documents with aid of shared drives, databases, and filing systems for efficient retrieval and reporting to foundation and granting agencies.Monitors and appropriates revenue funds, such as donations, grants, and operating revenue.Coordinates and transmits all related accounts payable for grant and foundation funded projects including but not limited to purchase orders, travel arrangements and reimbursement, award payments, honoraria, individual payment forms, and contractual service forms.Creates requisitions, purchase orders, and reports. Monitors expenditures and budgets. Maintains and updates financial records for document retention; prepares financial reports for monitoring each department's expenditures and budget balances. Maintains archival accounting files and personnel records.Supervises and approves office supply orders for all locations. Chooses standard office supplies and negotiate pricing with suppliers to drive towards annual cost savings goals.Assists with budget process, establishes accounting numbers, and obtains quotes. Collects and organizes financial data for projection and preparation of the public library budget and the law library budget.Monitors all library staff attendance reporting; prepares and submits personnel action forms to County Treasurer's Office, as needed.Monitors housekeeping / maintenance services; identifies and reports facilities and information technology problems to the proper personnel.Compiles and maintains reports and spreadsheets of library activities for library annual report.Monitors and submits library agenda items for Commissioners' Court needs in a timely manner.Participates in the development of operating policies and procedures, and in the near-term and long-range planning of library services, through the collection, organization, analysis, and interpretation of data and information.Collects and composes information needed for reporting, projects, memorandums, and other correspondences. Documents information, take minutes at meetings, create agendas, notices, and memos, and distribute accordingly. Composes and prepares correspondence that is often confidential.Manages the schedule / calendar of the Library Director including setting appointments; prepare annual calendar; prioritize meetings and arrangements. Manages travel arrangements, registration, and accommodations for conferences, trainings, etc., for staff, speakers, and performers. Provides input to organizational travel policy.Regular and timely attendance is required.SUPERVISORY RESPONSIBILITIESMay supervise library staff, volunteers, and interns.QUALIFICATIONSTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and / or EXPERIENCEAssociate 's degree in office technology or similar field with 3 years' experience in an administrative position; or High school diploma or its equivalent plus 5 years of clerical, secretarial, or office experience; or any equivalent combination of education and experience, which provides the required knowledge, skills, and abilities. Familiarity with bookkeeping, general business practices, and / or library operations.KNOWLEDGE, SKILLS, AND ABILITIES :Knowledge of accounting practices, bookkeeping, library accounting, and budget policies and procedures, including the ability to collect, organize and analyze data to support planning and budgeting.Knowledge of organization and library policies and practices, including knowledge of library operations.Knowledge of human resource and payroll policies and procedures.Knowledge of Microsoft office and other relevant software and applies it to work assignments especially Word, Excel, Outlook, and Adobe. Excellent typing and data entry skills.Knowledge of standard office procedures and protocols, including spelling, basic arithmetic, alphabetical and numerical filing, customer service, phone and email etiquette, and recordkeeping practices and procedures.Demonstrate proactive approaches to problem-solving with strong decision-making capability.Demonstrate effective written and oral communication skills with a diverse group of associates, senior business leaders, and interact with individuals at all levels of the organization.Demonstrate initiative by identifying issues for managers / others. Demonstrate ability to influence others.Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.Ability to operate standard office equipment, such as computers, multi-line phone, printers, shredders, printers, fax machine, and others.Ability to learn, implement, and execute County and library software programs and internet-based programs, and processes.Highly dependable, resourceful team player who exhibits a professional demeanor and emotional maturity.Forward looking thinker who actively seeks opportunities and proposes solutions.Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.Flexibility and openness in both hours available for work and the type of projects that the Administration Team may assign.WORKING CONDITIONSPersonal Expectations :The physical and mental demands in this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job.Physical Requirements :The work principally is sedentary in nature, with intermittent periods of stooping, walking, and standing, as needed. Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment. Visual demands require routinely reading documents for general understanding and analytical purposes and viewing a computer monitor. Must have sufficient personal mobility, flexibility, and physical reflexes, which permits the employee to lift to 20 pounds.Mental Requirements :Must effectively read and understand information contained in memoranda, reports, bulletins, etc.; must be able to comprehend and follow instructions. The job requires regular the operation, proficiency, and occasional troubleshooting of computers, general office equipment, and commonly used software. Information may often be urgent and / or confidential, posing the potential for stress and mental fatigue. The employee needs to recognize and respect the pressure under which other staff may be working. The employee also must exercise diplomacy and tact with staff and patrons.Work Environment :The typical work environment for this job is in an office setting, interacting with a diverse group of people. The job requires the employee to be subjected to repetition, working with community partners, working alone, working away from the library, working around others, verbal contact with others, face-to-face contact, noise, inside and outside environments, mechanical equipment, and moving parts. The noise level is usually quiet to moderate but may occasionally get loud. Most of the work is performed indoors but some outdoor work may be expected.Expected Hours of Work :This is a full-time position, requiring employee to work a 40-hour week. May be required to work beyond normal business hours in response to emergency situations or to attend special programs. Position schedule is subject to change at any time at the discretion of management.Expected Travel :The job requires travel between library locations for staff meetings and training. Occasional travel (both local and out of market) may be required for conference activities and attendance at community and business events.Note : The description is illustrative of tasks and responsibilities. It is not all-inclusive of every task or responsibility.
