Job Abstract

Flagler County is dedicated to enriching the lives of those we serve and strives to deliver a vibrant and prosperous community with a focus on providing exceptional quality of life. As we work together to put the needs of our community first, we are also dedicated to our employees, investing in competitive compensation and comprehensive benefit plans – to take care of you and your family now, and in the future. And with continuing education and advancement opportunities, you can build a long, successful career with us. You’ll thrive in an environment where we build a culture of innovation by encouraging collaboration and empowering staff to facilitate positive outcomes. We understand the importance of work/life balance, having flexible work schedules and the ability to be able to afford health insurance. That’s why our benefits are known to be some of the best around! We offer a robust benefit package that includes low-cost health insurance, no cost onsite wellness center and gym, retirement in the Florida Retirement System, County paid basic life insurance, 13 paid holidays, generous personal leave, tuition reimbursement, longevity pay, and wellness programs to support a happier, healthier you. At Flagler County we aspire to be the catalyst that makes us an employer of choice.

Position Summary

Performs Library administrative office duties and provides administrative support to the Library Management Team as a confidential employee. May supervise other clerical assistants within the library as required.

Essential Functions

• First point of contact with the public and functions as a lead worker providing specific or general information as to Library policies and procedures.
• Answers telephone calls and refers calls to proper department and/or employees. Maintains and records outgoing voicemail messages.
• Receives information requests or complaints. Resolves more difficult questions or refers customer(s) to the Library Management Team.
• Responsible for all outgoing and incoming Library correspondence, including sending memos/letters and receiving daily package deliveries of library materials.
• Daily cash handling and deposit reconciliation.
• Weekly travel required between county departments to conduct library business, including deposits and picking up interoffice mail.
• Acts as designated Timekeeper for library payroll system.
• Accepts monetary and local author book donations in accordance with library policies and procedures.
• Purchasing of library supplies, equipment, and materials to include placing orders, tracking and inventory.
• Maintains Library supplies for office, data processing and janitorial upkeep. Responsible for fixed and non-fixed assets and prepares surplus/transfer forms.
• Maintains the Library accounts of receivables, expenses and purchase orders. This includes receiving requisitions for the purchase of supplies, equipment and Library materials, maintaining records and files of expenditures, preparing purchase orders, obtaining approval signatures and verifying invoices.
• Processes library invoices and submits to accounts payable.
• Coordinates and schedules use of the meeting room(s) by staff, Friends of the Library and outside organizations. Processes applications and maintains all records and calendars for the meeting room(s).
• Annually orders and distributes IRS forms, sends statistical reports to the IRS of forms disbursed or unused and maintains library records of needs for following year.
• Acts as a U.S. Department of State Passport Agent and processes passport applications in compliance with rules and regulations of the Federal Government. Responsible for proofing, daily mailing, tracking and maintaining records of all passport applications processed.
• Acts as liaison with County facilities, personnel, and library custodians. Submits work orders for building maintenance and upkeep as directed by the Library Management Team.
• Acts as Library Records Management Coordinator, adhering to guidelines determined by Florida Statutes.
• Prepares Director’s correspondence and reports, schedules appointments, etc. as directed.
• Collects and organizes statistics for projections and preparation of various Library reports, as directed.
• Performs related work as required.

Minimum Qualifications

• Must possess a high school diploma or equivalent.
• 4-years’ experience in responsible administrative work.
• Must possess a valid State of Florida Driver’s License.

Knowledge, Skills and Abilities

• Must have excellent communication skills, including an ability to proofread the work of self and others with a high degree of accuracy.
• Broad knowledge of general office skills and equipment as evidenced by a combination of course work and responsible secretarial experience in a comparable environment.
• General knowledge of U.S. Department of State rules, regulations and guidelines to act as a passport application acceptance agent.
• Ability to perform basic accounting and mathematical computations with a high degree of accuracy.
• Skilled in the use of personal computers and word processing, database and spreadsheet software, and ability to learn Library/County systems, policies and procedures.
• Ability to perform duties with only minor supervision following established policies and procedures.
• Ability to communicate effectively, patiently and courteously with County employees, the Library Board of Trustees, Friends of the Library, patrons and other community members.
• Ability to handle multiple activities or interruptions at once and to work positively and efficiently within a team model.
• Excellent memory and organizational ability to deal with multiple responsibilities and to meet deadlines.

• 30 lbs. maximum lifting.
• Some lifting, carrying, pushing, and pulling.
• Some walking, standing may be required.
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eyesight for production or safety of self and others.