Library Administrative Assistant

Industry: Library; Library Administration

Company: City of Beaverton, OR

Salary: $30.69 – $41.13 Hourly

Location : Beaverton City Library-Main, OR

Job Type: Full time

Job Number: FY24/25-01046

Department: Library

Division: Library Administration

Opening Date: 01/08/2025

Closing Date: 1/26/2025 11:59 PM Pacific

The Position

Are you passionate about supporting libraries and adept at managing a wide array of administrative tasks? The Beaverton City Library seeks a detail-oriented, adaptable professional to serve as our next Library Administrative Assistant. This role focuses on building positive working relationships, handling complex and routine tasks efficiently, and contributing to the library’s vibrant environment.

The Beaverton City Library is among the busiest in the state, welcoming approximately 700,000 visitors and making over two million checkouts each year. It is a cornerstone for community engagement, providing diverse programs, services, and resources in multiple languages.

This is a full-time, non-exempt, Management 3 (M3) position. The classification is Administrative Assistant 2. There is one vacancy.

Please click APPLY to submit your application via the City of Beaverton’s online portal. You will need to fill out your work history and respond to several supplemental questions. Your education, skills, and experience will be evaluated using the main application form and supplemental questions; a resume and cover letter are not required and do not substitute for a complete application and work history.

Responsibilities

• Provide administrative support to the Library Director to help achieve departmental goals and maintain efficient operations. This may include managing communications on behalf of the Library Director, scheduling meetings and appointments, making travel arrangements, distributing correspondence, creating reports and presentations, tracking budgets and project timelines.
• Handle confidential matters with discretion and professionalism, including payroll and personnel actions including resignations and terminations.
• Work with Library managers and supervisors and the Finance Department to assure accuracy of employee timesheets.
• Greeting visitors and assisting with public tours.
• Organize Library Advisory Board meetings. Prepare and share agendas, set up hybrid meeting technology, maintain records, and take minutes.
• Serve as the primary contact for library meeting room scheduling and use by city staff and the public. Work with internal and external customers, train staff, and manage scheduling for both public and city events.
• Order products and supplies, reconcile invoices, mediate discrepancies with vendors, and manage contracts for library system.
• Monitor the library’s budget and expenditures, authorize payments, process RFPs, and handle grant and donation deposits.
• Represent the library and city at public events, including presenting information and giving tours during new employee orientations and public tours.
• Assist with the library’s volunteer engagement program by serving on the Volunteer Engagement Committee and directing applications to staff, onboarding new volunteers, managing background checks, and planning volunteer appreciation events.
• Assist with library programs, staff meetings, and city initiatives, including coordinating logistics, purchasing supplies, and providing support.
• Maintain staff directories and email lists and distribute internal and external communications including library mail and reprographic orders.
• Manage work-related travel arrangements for library staff, including conference registrations and bookings. Process reimbursements through the city’s travel system.
• Coordinate work and maintenance requests, and track deadlines.
• Promote and uphold workplace diversity, equity, and inclusion values. Foster a positive and supportive work environment focused on teamwork and quality results.
• Assist at library service points including phones and service desks. Address patron inquiries including library account and borrowing questions, and provide referrals to appropriate resources or agencies.
• Additional duties are outlined in the class specification.

Qualifications

Minimum qualifications:

• High school diploma or GED, and
• Five years of closely related experience providing administrative support in an office environment; or
• An equivalent combination of education and experience enabling the incumbent to perform the essential functions of the position.

Licensing and special requirements

• Valid driver’s license and ability to meet the city’s driving standards.
• Ability to pass reference checks and education verification, and satisfy the requirements of a background check.

The City of Beaverton is committed to supporting a culture of accountability, equity and inclusion for all, especially marginalized groups. We pledge to continue the ongoing, difficult and essential work needed to address institutional racism and historical inequities in all forms.

Beaverton is a diverse city, boasting a large population of qualified persons, including women, veterans, Black, Indigenous and people of color, persons with disabilities, generational groups, persons who speak many languages and are of diverse national origins.

Studies have shown that many candidates, especially women, are less likely to apply for a job if they do not believe they meet 100% of the hiring criteria. The city’s talent acquisition goals include hiring the candidate who is best able to meet the performance objectives of the role. We therefore encourage persons with non-traditional skill sets and experiences to apply, even if you believe you do not meet 100% of the qualifications and hiring criteria described.

Compensation

Wage range: $30.69 – $41.43 hourly

Starting rate will be determined depending on relevant work experience as outlined in the Equal Pay Act. New hires who meet minimum requirements will start at step one. Higher steps may be offered to those who have additional years of directly related experience to the position within the posted wage range.

Total compensation package and benefits:

In addition to competitive pay, the city offers a wide variety of benefits to regular employees which make up an exceptional total compensation package.

The city pays the full retirement contribution to PERS including the employee portion; provides employees with an opportunity to participate in a deferred compensation retirement plan; makes available a public service loan forgiveness program and tuition reimbursement program; and offers excellent health, dental, vision and life .

Additional benefits include excellent , PTO cash out options, wellness programs and incentives, a Health Reimbursement Account (HRA) VEBA with 3% employer contributions, an Employee Assistance Program (EAP) and bilingual pay premiums.

City of Beaverton Compensation Break DownGross cash compensationStarting stepStep 1Step 4Step 7Yearly salary$63,828.72$73,887.24$85,548.72

Estimated benefits paid by the city – Non-cash compensationPublic Employees Retirement System fully-paid contributions for employee $3,351.01$3,879.08$4,491.31Medical & Dental – Max city contributions for employee +1 (dollar value)$29,922.12$29,922.12$29,922.12Health Reimbursement Account (HRA) VEBA; 3% contribution$1,914.86$2,216.62$2,566.46No-cost TriMet public transportation pass (dollar value)$1,200.00$1,200.00$1,200.00Total estimated non-cash compensation/benefits$36,387.99$37,217.82$38,179.89

Total salary and estimated non-cash compensation value$100,216.71$111,105.06$123,728.61

Annual amounts in the table are shown for comparison purposes only and may vary slightly from actual salaries due to rounding calculations in the payroll system.

The City of Beaverton provides a generous benefit package, including excellent medical, dental, vision, and life insurance coverage; and employer-paid PERS retirement. Learn more about your options and employee-based benefits by clicking the link below.

01

What is your highest level of education?

• High School Diploma or GED
• Some College
• Associate’s Degree
• Bachelor’s Degree
• Master’s Degree or higher
• None of the above

02

Do you have a valid driver’s license and ability to meet city driving standards?

• Yes
• No

03

Do you possess full professional proficiency to read, write and speak one or more of the city’s priority languages (Spanish, Chinese, Vietnamese, Korean, Arabic, Japanese, Russian)?

• Yes
• No

04

If you answered yes to the question about languages, which of the City of Beaverton’s priority languages do you speak, read, and write fluently?

• Spanish
• Arabic
• Korean
• Vietnamese
• Chinese
• Russian
• Japanese
• None of these

05

How many years of experience do you have providing administrative support in an office setting?

• Less than 3 years
• 3-5 years
• 5-9 years
• More than 9 years
• None of the above

06

Please write a specific and unique response to each of the following questions. Do not state “see resume” or “see cover letter” in lieu of responding to these questions.

• I understand this requirement.

07

Please describe your experience providing customer service over the phone, in person, and via email.

08

Please describe your experience working with sensitive and/or confidential information and how you have ensured it is handled with discretion and sensitivity.

09

Please describe your experience developing and managing project timelines and resources.

Required Question