DC Public Library seeks Administrative Support Assistant - $51k to $65k
This position is located in the Public Services Department, District of Columbia Public Library (DCPL) System which serves the entire Washington metropolitan area. The Library System is comprised of the Central Library and 25 neighborhood branch libraries, and employs more than 500 employees. The Library is making a number of service improvements and embarking on a major transformation into a 21st century library system. The new state-of-the-art system will have innovative programs, advanced technology, expanded literacy services, modern and welcoming facilities, and robust collections, as well as, serve as a National model for libraries around the nation.
The incumbent serves as the Administrative Support Assistant for the Service Design & Engagement Department provides administrative and front-office support. As one of the primary points of contact with other agency departments, organizations, and the general public, the incumbent projects a professional, courteous, and customer-oriented image to both telephone and personal visitors to the office. The incumbent maintains strict confidentiality in all matters related to the work of this position.
Duties and Responsibilities
Provides administrative support services to the Assistant Directors for Public Services and Public Services Operations Managers and manages, coordinates, and implements the administrative functions associated with daily operations of the Departments
Coordinates the review, approval, and signature process for all public program contracts. This includes receiving draft contracts from programmatic staff, reviewing drafts for clarity and completeness, and liaising with the Office of the General Counsel and Agency Risk Manager for legal and insurance approval.
Ensures that all contracts move through the process in a timely manner to support public programming, and alerts the Assistant Director of any delays or concerns related to the process.
Tracks spending of Departmental budgets; regularly reviews budgets and spending plans with Assistant Directors. Compiles information and prepares requisitions for the Procurement Department and receives vendor’s payments into the Procurement Automated Support System (PASS).
Incumbent is authorized to make office purchases using the District’s P-Card issued by DC Government and reconciles credit card statement with actual expenses and receipt of goods and services. Prepares monthly transactions log for supervisor’s approval.
Maintains a calendar of public events and implements a system that enables and anticipates long-term planning and effective event management throughout the library system.
Uses several types of software, such as spreadsheets, database, work processing, and PowerPoint to generate specific working documents, forms, charts and graphs, and presentations.
Investigates, researches, and makes inquiries requested by the supervisor, performs special assignments such as developing reports that could involve the analysis and evaluation of information from a number of different sources within the office and from outside sources.
Receives visitors and directs telephone and online queries regarding the full scope of Library services and programs; also provide additional telephone coverage for the Office of the Director, as scheduled.