Description
King County Library System (KCLS) is seeking an experienced Administrative Assistant who combines exceptional organizational skill with initiative, judgment, and a strong service mindset. Supporting the Director of Human Resources and the HR department, this role serves as a trusted operational and strategic partner, ensuring leaders are prepared, information flows smoothly, and projects move from concept to completion. Success in this role requires discretion, resourcefulness, and the confidence to anticipate needs, solve problems independently, and support complex work that has organization-wide impact.
General Position Summary
Provides administrative, coordination, and project support to the Director of Human Resources and the HR department. Acts as a point of contact for internal and external customers, exercising independent judgment and maintaining strict confidentiality.
This role supports executive-level calendaring, meeting preparation, and follow-through; manages records and documentation subject to public disclosure requirements; tracks departmental budgets and expenditures; supports sensitive labor relations information and actions; and leads or coordinates administrative projects that improve workflows, systems, and information access.
The Administrative Assistant is expected to manage competing priorities, anticipate leadership needs, and take initiative to ensure the department operates efficiently and effectively.
About King County Library System (KCLS):
KCLS has a vision of a world where knowledge allows diverse communities to prosper and grow. In order to support this vision, we create opportunities through meaningful connections by acting as the knowledge sharing center for over 1.5 million diverse patrons, providing an unparalleled collection of library materials, resources, technology, services, and programs.
Approximately 1,000 engaged and passionate staff provide service in 50 community library locations and patron engagement using direct outreach, programs, and virtual assistance. Our service area includes cities, towns, tribal lands, and unincorporated districts of King County, with the exception of the city of Seattle.
From a 2021-2022 comprehensive Diversity, Equity, and Inclusion (DEI) Assessment Demographics and Language Report, of the more than 1.5 million residents who live within the KCLS service area, almost half identify as Black, Indigenous, or People of Color (BIPOC). Moreover, roughly one-third of the KCLS community speaks a language other than English as their first language.
The King County Library System values the diverse perspectives, lived experiences, and cultures of all qualified individuals. We seek applicants that reflect the diversity of the communities we serve and encourage individuals of all backgrounds to apply, including BIPOC (Black, Indigenous, and other people of color), immigrants, refugees, women, LGBTQIA+, individuals with disabilities, veterans, etc.
KCLS welcomes reasonable accommodations for persons with disabilities as an opportunity to assist qualified individuals to participate in the job application or interview process and/or perform the essential functions of the position upon hire.
Need an accommodation to apply or interview? Call (425) 369-3224 or email employment@kcls.org.
KCLS ensures equal opportunities and consideration for all job applicants, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. KCLS does not tolerate discrimination or harassment during any stage of employment, including in recruiting, hiring, promotion, termination, leave of absence, compensation, or training.
Examples of Duties:
Essential Duties:
The items listed in this section are the key duties and responsibilities for this job and do not represent an exhaustive list. Our organization is dynamic and therefore duties may change based on business necessity; however, any new duties will remain within the scope of the job.
Prepares meeting agendas and minutes.
Manages Director’s schedule.
Orders supplies and equipment for assigned area and analyzes appropriate purchase sources.
Prepares budget requests, and creates and maintains budget expenditure tracking process.
Creates and maintains files including statistical reports for assigned areas.
Answers phones and addresses and/or distributes messages as needed.
Receives and distributes mail.
Composes, types, and edits a variety of correspondence, reports, memos, and other material.
Manages departmental documents and records, establishing and maintaining filing systems.
Coordinates, documents, and tracks pertinent data to meet information and reporting needs.
Performs special projects as assigned.
Secondary duties may include any or all of the following:
Provides back up to others across the system.
Participates in meetings, conferences, and seminars.
Performs other related duties as assigned.
Core Competencies
Organizational 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.
Job Specific Competencies
Approachability
Listens more than they talk; allows appropriate time for interactions; purposely builds rapport, sets positive tone and exhibits confidence by body language and speech. Maintains boundaries.
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.
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.
Requirements
Desired Minimum Qualification:
Education and Experience
The items listed below are the minimum requirements for the job and are relevant to this position. The organization values both work experience and education and realizes that individuals take different paths to acquire knowledge.
Graduation from high school or GED equivalent.
Higher education or vocational training in office software, secretarial science, or related field.
One to two years’ experience in office assistance including computer software.
Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.
Knowledge and Skills:
Adept multitasker, managing several projects at once.
Demonstrated time management skills.
Highly organized and detail oriented.
Considerable knowledge of standard office software and equipment.
Maintains confidentiality and communicates with tact and discretion.
Flexible and adapts to changing needs.
Clearly, succinctly, and effectively communicates ideas verbally and in writing.
Professional Licenses and Certifications
Certificate in Microsoft Office is preferred.
Physical Demands & Work Environment:
PHYSICAL DEMANDS
While performing the duties of this job, the employee:
Is changing tasks depending upon the shift.
Constantly sits and seldom/occasionally will stand and walk.
Will occasionally reach up or down and frequently reach out.
Neck rotation may be up to occasional.
Constantly uses hands in conjunction with frequent finger use for keyboarding. This typing may be repetitive up to frequently.
Will up to occasionally operate foot controls.
Will seldom lift up to 20 lbs.
Will seldom push/pull carts and wheeled equipment with light force.
Extensive close work including use of a PC monitor.
WORK ENVIRONMENT
Work is performed in a normal office environment. Some travel to branch libraries is required.
