Supplemental Data Form (Word
97 document)
Applicant must submit an additional supplemental data sheet from
the Texas State Library in order to be considered for the position.
SUMMARY:
The Administrative Assistant provides administrative support services for the Library Development Division and its programs. The position works directly with grant managers to support Loan Star Libraries, Library Systems/Technical Assistance Negotiated Grant (TANG), and competitive grant programs.. The position also supports division projects including the Texas Reading Club. The position requires the ability to manage multiple projects, meet tight deadlines, maintain a high level of accuracy and customer service, and demonstrate effective organizational skills.
ESSENTIAL FUNCTIONS:
Assists program manager for Loan Star Libraries grants by tracking paperwork and web-based forms from libraries and coordinating information from other offices, following up with library staff via phone, fax, email, or mail as needed, including drafting and mailing program announcements, and performing initial screening of forms.
Assists the Systems/TANG administrator with preparation of documents for the ten Library Systems, and related tasks such as preparation of materials for projects, meetings, and website.
Assists LSTA/TX Reads grant administrator with preparation of documents for the competitive grant programs, and related tasks such as preparation of materials for projects, meetings, and website.
Performs administrative support for Library Development Division and its programs and projects, including opening and sorting mail, collecting and organizing timesheets, maintaining a division calendar, and delivering documents to other divisions within the agency.
Answers incoming phone calls, assisting callers and directing callers to other staff as necessary, as the point of contact for the division’s main telephone number.
Maintains division files, and assists with division records management.
Assists Office Manager with routine purchasing paperwork.
Performs data entry of program information and statistics into spreadsheets and databases with minimal errors.
Attends work regularly in accordance with agency leave and attendance policies.
Complies with all applicable agency policies and procedures, including safety and standards of conduct.
NON-ESSENTIAL FUNCTIONS:
Perform other duties as assigned.
MINIMUM QUALIFICATIONS:
High school graduation or GED
2 years experience in administrative assistant work, including operation of Windows-based microcomputers Two years work experience in the production of Windows-based documents using Microsoft Word and Excel, including mail merges.
Two years work experience with Microsoft Outlook and Internet Explorer.
Ability to compose business correspondence.
Ability to work under pressure to meet deadlines.
Ability to communicate tactfully and effectively with the public and agency staff both in writing and conversation.
Knowledge of correct grammar, spelling, and composition.
Ability to organize work in efficient and effective manner.
Ability to perform data entry or data checking on large data sets with minimal errors.
Familiarity with common office equipment and their operation, including printers, copiers, and fax machines.
PREFERRED QUALIFICATIONS:
6 hours of college credit in basic English composition/grammar and 6 hours in elementary statistics, mathematics, and/or computer science.
Additional college courses, work experience, or certifications in administrative assistance, business management, computer science, accounting, or related topics.
Experience with Access databases.
Experience assisting with large programs.
OTHER REQUIREMENTS:
Typing test: 30 w.p.m. with maximum of 5 errors.
Submit college transcripts and certificates of training, if applicable.
Ability to lift and move items up to 30 lbs.
SUPERVISION:
None. Reports to Director, Library Development and team leader Office Services Coordinator
