Program Assistant Community Learning & Engagement 40 Hours

Job Number
King County Library System (KCLS) is seeking an approachable proactive and self-directedProgram Assistantwho can provide services in the Community Learning & Engagement Department.

About the opportunity:

As a Program Assistant you will provide administrative support to the Community Learning & Engagement Department including coordinating contracts and facilitating communication with regional library staff vendors contractors and patrons. You will also manage long-term program logistics track external vendor and performer contracts support budget tracking and statistical reporting and monitor office inventory ordering materials and supplies as needed.

In this role you will be a collaborative partner on the team offering insights into the workflows you manage and sharing feedback to support continuous improvement. You will demonstrate strong customer service by taking initiative asking questions and exploring creative solutions to meet the departments strategic and administrative needs.

The ideal candidate is digitally fluent able to learn new software quickly and demonstrates strong communication and organizational skills. Accuracy attention to detail and the ability to manage multiple projects simultaneously are essential.

1. Serve as primary contact for library staff concerning departments services and programs. Resolve basic service issues with staff and/or service facilities and outside agencies.
2. Provide general assistance with all department program and services.
3. Order and distribute materials necessary to support departments programs and services. Ensure timely preparation of collection and/or material shipments to libraries. Performs database searches to locate distributing materials.
4. Prepare contracts for public programs and story times.
5. Manage records and information necessary for departments services and programs such as patron and facilities information vendors program attendance and scheduling.
6. Prepare accurate timely and detailed reports in budgeting material ordering distribution and program and services related statistics. May update and maintain assigned manuals and documentation used within the department.
7. Monitor and maintain office inventory and order materials and/or supplies.
8. Correspond via e-mail fax letter and phone with KCLS staff and/or outside vendors contractors or patrons. Perform various clerical duties such as filing faxing answering phones photocopying and meeting arrangements.
9. Respond to internal and external inquiries. Research requests for information or materials as needed. Assist new and lower level oversee or assist in overseeing workflow or assigning work.
10. Coordinate intradepartmental functions and services.

1. May assist in processing patron requests including placing holds on KCLS owned materials.
2. Assist others with office equipment.
3. May provide clerical assistance at meetings.
4. Provide back up to others within department.
5. Participate in meetings conferences and seminars.
6. Perform other related duties as necessary or assigned.

Core Competencies:

Customer Focus

Primarily focused on customer needs able to deliver high quality value added services. Constantly strives to find new ways to increase customer satisfaction and understanding foster equitable services and forge meaningful connections.

Valuing Diversity

Manages relationships with all kinds and classes of people inclusively and equitably; respects values and encourages the unique dimension each employee adds to the organization and each member of the community brings to the whole. Seeks opportunities to learn from differences.

Ethics Values and Judgment

Exercises best judgment trustworthiness and professional standards of conduct; consistently demonstrates organizational values moral principles and accountability in behavior character and action. Defends intellectual freedom and patron confidentiality.

Professional & Technical Knowledge

Demonstrates proficiency in professional and technical skills/ and or knowledge in position-related areas; purposely keeps up with current developments and trends in areas of expertise in order to foster personal success and connections for others.

Communicates Effectively

Conveys ideas/information in a way that is clear engaging and suitable to the audience. Main point of their message is apparent. Listens more than they speak responds appropriately. Seeks influence.

Teamwork/Collaborating

Works cooperatively and productively with others to achieve goals and deliverables. Is aware of utilizes and celebrate their own and team members strengths and differences.

Interpersonal Savvy

Relates well to all kinds of people at all levels both internally and externally; builds appropriate relationships; interactions are often purposeful and constructive.

Education and Experience:

A typical way of obtaining the ability to perform the job duties and responsibilities listed above and the knowledge abilities and skills of this position is through:

• A high school diploma or GED equivalent.
• At least two years of related experience.
• Or an equivalent combination of training and experience.
• Experience with and knowledge of office software programs an integrated library system and applicable modules or database software systems such as Access used by the department.

SPECIAL REQUIREMENTS

May require a valid Washington drivers license.