Description:
The Administrative Specialist is responsible for supporting the State Library’s operational and programmatic goals. This position is a member of a 4- person administrative support team with responsibility for program support, procurement, communications, financial record-keeping, and records management duties that support all State Library programs.
Please note that this is not a time-limited position. This role typically works up to 20 hours per week.
Key Responsibilities:
- Provides administrative support to the State Library's programs, including coordinating logistical arrangements for Library Workshops, Certification Commission meetings, and other meetings at the State Library and various locations across the state.
- Handles procurement processes, including purchasing supplies and services necessary for the State Library's operations through the State’s procurement system and PCard.
- Manages communications tasks such as updating website, SharePoint content and assist information flow within the organization.
- Maintains accurate financial records, process travel reimbursements, and ensure proper documentation of financial transactions.
- Oversees records management duties, including processing applications and documentation for the North Carolina Public Librarian Certification and the State Aid grant program.
- Works as part of a 4-person administrative support team, taking on duties as assigned to address overlapping priorities and ensure efficient service delivery.
- Participates in project-based tasks, adapting to the needs of the State Library to support its operational and programmatic goals.
- Must be able to lift up to 20lbs with or without an accommodation.
Qualifications:
- Demonstrated experience using MS Office Suite and web-based communication tools such as Teams and/or Zoom.
- Demonstrated experience using specialized software and/or database systems such as electronic procurement systems, DocuSign and/or Adobe Acrobat.
- Demonstrated knowledge of financial record keeping and file management.
Management Preferences:
- Demonstrated ability to build and sustain effective working relationships with peers and colleagues, work independently and as part of a collaborative team.
- Demonstrated knowledge of procurement and travel reimbursement guidelines and procedures.
- Demonstrated experience with listservs, blogs and/or other web-based communication platforms.
- Demonstrated experience operating and/or troubleshooting standard office equipment such as printers and web/video conference equipment.
Salary: $36,682-$44,000