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Carroll County Public Library is an Equal Opportunity Employer (M/F/D/V).

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Executive Assistant*
Location:New Windsor, MD
Department:Administration
FT/PT Status:Full-Time Salaried w/Benefits
Starting Salary:$45,825 annually plus benefits
Close Date:Opened until filled
  
Schedule and Other Information
37.5 hours per week
$45,825 annually plus benefits, starting salary negotiable and commensurate with experience
Schedule will include some evenings and weekends

Carroll County Public Library highly encourages applicants to be fully vaccinated against COVID-19 by the date of hire.

Job Summary:
Performs a variety of administrative and clerical functions to support the activities of the Executive Director, Executive Leadership, and the Library Board of Trustees; serves as primary contact for facility issues, works under general supervision, provides customer service and computer support; performs other duties as assigned.

CCPL Commitment to Quality Service:
At Carroll County Public Library, superior customer service is core to everything we do. This position ensures CCPL customers have the best experience possible by assisting the Executive Director and senior management in efficient library operations. We take customer service seriously and this position is essential to our success.

Core Values:
The following Core Values guide the work of successful CCPL staff members:
• We are risk-takers and leaders.
• We meet each other with humor and kindness.
• We treat everyone equally and with respect.
• We embrace challenges and learn from mistakes.
• We inspire curiosity.
• We build community.

Essential Functions:
1. Maintains confidentiality in all activities;
2. Assists Executive Director in daily operations including managing calendar, correspondence, visitors, and phone calls;
3. Provides clerical support for Executive Director’s other professional duties, including memberships in professional and community organizations;
4. Attends meetings at other agencies with Executive Director, as needed;
5. Attends weekly Executive Leadership meetings, builds agendas, tracks projects, and provides lists of assignments from each meeting;
6. Compiles, assembles, and disseminates packets to Board members according to library procedure;
7. Assists with all aspects of Board meetings, including scheduling rooms, arranging for refreshments, working with Executive Director and Board to build agendas, providing packets and other information, and confirming presenters, recording meetings, and providing accurate minutes in a timely manner;
8. Provides vital support for Library Board including preparing annual meeting schedule, mailing items to absent members, monitoring members’ terms, scheduling updates of all library policies, updating Trustees Manual and managing memberships for ALA and MLA for board members;
9. Responsible for managing CCPL files as assigned;
10. Prepares, signs, copies, and/or distributes a variety of correspondence and reports, including security/injury/accident reports and routine correspondence;
11. Gathers information for CCPL system calendar and uploads information onto CCPL Intranet;
12. Makes updates and changes to system calendar;
13. Provides support to Executive Leadership as assigned by Executive Director, including clerical support for committees and teams, preparing and processing correspondence and reports, calendar support, provides assistance in research and gathering statistics; and others as directed;
14. Reports building problems and issues for all library locations, as needed;
15. Serves as a contact for building vendors and county facility staff;
16. Provides responses to information requests about ongoing programs and activities;
17. Assists in the planning and coordination of library events;
18. Participates in meetings, teams/committees/workgroups, outreach activities and training opportunities, as appropriate;
19. Provides assistance in use and troubleshooting of office equipment; also makes or directs staff to call for service repairs; and,
20. Perform other duties as instructed and assigned.

Education and Experience:
1. Associate degree in related field and three or more years of related administrative or clerical experience with increasing responsibility; OR,
2. Five or more years of related administrative or clerical experience with increasing responsibility; and,
3. Driver’s License required.

Required Knowledge, Skills, and Abilities:
1. Ability to maintain discretion and confidentiality in all matters;
2. Ability to multitask effectively, managing multiple calendars;
 3. Knowledge of Executive Director’s and Board’s activities and related library policies and procedures;
4. Working knowledge of library’s programs and services;
5. Must be highly proficient in Microsoft Office (Word, Excel, Outlook, and PowerPoint);
6. Ability to prepare and process a variety of correspondence, reports, purchase orders, etc., as directed;
7. High attention to detail and accuracy;
8. Ability to operate a variety of office equipment and machines;
9. Excellent oral and written communication skills, including strong professional writing and editing skills;
10. Superior interpersonal and time management skills;
11. Commitment to excellent internal and external customer service;
12. Ability to work and make decisions independently or in consultation with other library staff;
13. Ability to work in a complex and fast paced environment with discretion, tact, and diplomacy; and,
14. Ability to attend meetings and events during evening and weekend hours, as needed.

Physical and Environmental Conditions:
Work requires ability to transport records, meeting supplies, event supplies and other items from one location to another. Ability to set up and tear down tables, move many carts, chairs, food, etc., to work in different locations, requires standing, walking and carrying items on a weekly basis.

The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, and libraries, e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, and observance of fire regulations.
  

The Carroll County Public Library is an Equal Opportunity/Affirmative Action employer. The Library's policy is to treat all employees and applicants equally and without regard to their race, color, religion, sex, age, national origin, disability, status as a disabled veteran or veteran of the Vietnam Era. This policy is applicable to all aspects of employment, including recruitment, hiring, training and promotions. Carroll County Public Library is a drug free/smoke free workplace.