Executive Assistant, Cambridge Public Library, Cambridge, MA

Posted March 10, 2017

37.5 hours per week, 8:30 a.m. to 5 p.m. Monday through Friday; Schedule will also include occasional evening and weekend hours for meetings and special events

QUALIFICATIONS:

A high school diploma or high school equivalency required. Facility with Microsoft Word and Excel required. Customer service experience essential. A Bachelor’s degree or coursework beyond high school level is desirable. Library experience is desirable. Computer literate and able to use standard office equipment such as copier, scanner, fax, adding machine. Functional knowledge of Microsoft software, especially Word and Excel. Accurate and efficient typing, filing, alphanumeric ordering, and clerical skills. Ability to proofread the work of self and others with high degree of accuracy. Ability to multi-task efficiently and to focus while being frequently interrupted. Attention to detail and accuracy. Flexibility. Ability to communicate effectively, patiently and courteously. Ability to remain calm and clear-headed at all times and especially in emergency situations. Ability to follow oral and/or written instructions quickly and thoroughly. Ability to organize work, set priorities, use time effectively, work independently, and meet deadlines. Punctuality and dependability. Ability to analyze and creatively solve problems related to the position in a positive manner. Good judgment. Sense of humor. Common sense approach. Ability to work with enthusiasm and initiative, a cheerful disposition, and a willingness to work positively, effectively and harmoniously with others within a team model, assisting and supporting coworkers.

DUTIES:

• Provides high level executive support to the Library Director and other Administrators as needed including managing calendars and correspondences
• Provides outstanding customer service to internal and external customers
• Answers the Administrative Office telephone
• Greets visitors to the Administrative Office
• Responsible for administrative tasks such as filing, photocopying, and mailings
• Acts as liaison with Library Staff and City Departments
• Acts as liaison with Library Board of Trustees, Friends of the Library and Library Foundation and provides administrative support for their activities
• Attends Board, Friends, and Foundation meetings; records and distributes minutes as needed
• Prepares and sends weekly Library staff newsletter
• Acts as backup for preparation of payroll and other HR activities, including new hire employee paperwork and orientation planning
• Assists with patron and public service issues as needed
• Assists with finding appropriate coverage in staffing emergencies
• Maintains strict confidentiality of all information
• Prepares correspondence and reports as requested
• Assists on grant applications
• Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly to provide quality service
• Any other duties as required for the good of the department and the Library

PHYSICAL DEMANDS:

Physically able to operate a variety of machinery and equipment, including office equipment such as computers, mobile devices, fax machines, photocopiers, as well as library programming equipment such as DVD players, sound systems, and projection equipment. Ability to sit and use computer workstation, including keyboard and visual display terminal, for extended periods of time. Strength to push or pull a loaded book cart which can weigh in excess of 100 pounds on level floor and up ramp, and to carry cartons of books or other materials or equipment. Must be able to pay close attention to details and concentrate on work in an environment where there are constant interruptions. Sufficient clarity of speech and hearing which permits employee to communicate effectively. Sufficient vision which permits employee to read books and patron requests. Sufficient manual dexterity which permits employee to type and record files and open boxes. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

WORK ENVIRONMENT:

Work is performed primarily in an indoor shared-office setting at the library. Normal office exposure to noise, stress and interruptions. May attend and participate offsite in continuing educational programs designed to keep abreast of changes.

SALARY: $27.49 – $34.35 per hour in seven steps

DEADLINE: 5:00 pm on March 14, 2017

APPLY TO:

City of Cambridge
Personnel Department, Room 309
795 Massachusetts Avenue
Cambridge, MA 02139

Please send 2 copies each of cover letter and resume

Fax: 617-349- 4312
[email protected]