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Executive Assistant, Cambridge Public Library (Carlisle)

JOB TITLE                             Executive Assistant 
DEPARTMENT:                  Cambridge Public Library/ Main Library 
JOB CODE/POSITION #:     M005-701 
 
CIVIL SERVICE:                  Non-Civil Service 
HOURS PER WEEK:             37.5 hours/week. Hours are assigned and may be changed to meet the needs of the Department and the Library. Flexibility is required. Initial schedule as follows: Monday-Friday: 8:30 am- 5 pm. 
 
UNION AFFILIATION:  None 
ESSENTIAL DUTIES AND RESPONSIBILITIES: 
Provides high level executive support to the Library Director and other Administrators as needed including managing calendars and correspondences 
Provides outstanding customer service to internal and external customers 
Answers the Administrative Office telephone 
Greets visitors to the Administrative Office 
Responsible for administrative tasks such as filing, photocopying, and mailings 
Acts as liaison with Library Staff and City Departments 
Acts as liaison with Library Board of Trustees, Friends of the Library and Library Foundation and provides administrative support for their activities 
Attends Board, Friends, and Foundation meetings; records and distributes minutes as needed 
Prepares and sends weekly Library staff newsletter 
Acts as backup for preparation of payroll and other HR activities, including new hire employee paperwork and orientation planning 
Assists with patron and public service issues as needed 
Assists with finding appropriate coverage in staffing emergencies 
Maintains strict confidentiality of all information 
Prepares correspondence and reports as requested 
Assists on grant applications 
Demonstrates continuous effort to improve operations, streamline work processes, and work cooperatively and jointly to provide quality service 
Any other duties as required for the good of the department and the Library 
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Qualifications

MINIMUM REQUIREMENTS: High school diploma or high school equivalency required. A Bachelor’s degree or coursework beyond the high school level is strongly preferred. Library experience is desirable.  
KNOWLEDGE, SKILLS & ABILITIES: 
Expert at Microsoft Office Suite, especially Outlook, Excel, and Word is required 
Customer service experience essential 
Must be able to demonstrate accurate and efficient typing, filing, recording notes and other clerical skills 
Ability to write business correspondence and proofread the work of self and others with high degree of accuracy 
Ability to multi-task efficiently and to focus while being frequently interrupted 
Ability to be flexible and accommodating 
Ability to communicate effectively, patiently, and courteously 
Ability to remain calm and clear-headed at all times and especially in emergency situations 
Ability to follow oral and/or written instructions quickly and thoroughly 
Ability to organize work, set priorities, use time effectively, work independently, and meet deadlines 
Must be punctual and dependable 
Ability to analyze and creatively solve problems related to the position in a positive manner 
Good judgment. Sense of humor. Common sense approach. 
Ability to work with enthusiasm and initiative, a cheerful disposition, and a willingness to work positively, effectively, and harmoniously with others within a team model, assisting and supporting coworkers  
Commitment to doing all work through a lens of diversity, equity, inclusion, and anti-racism 
The City of Cambridge’s workforce, like the community it serves, is diverse.   Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.  


PHYSICAL DEMANDS: Ability to operate standard office equipment; transport carts of materials which can weigh more than 100 pounds across a level floor or on a ramp; carry baskets of materials weighing up to 30 pounds; pay attention to details and concentrate on tasks despite frequent interruptions and moderate noise levels; communicate effectively and exchange accurate information with coworkers and members of the public read and organize written material; place library materials on shelves or carts which can be located at floor level or overhead. 
WORK ENVIRONMENT:  Work is performed primarily in an indoor shared office setting at the library. Normal office exposure to noise, stress, and interruptions. May attend and participate offsite in continuing educational programs designed to keep abreast of changes. 

Full/Part Time

Full Time

Education

BA/BS

Salary Range

$30.96 - $38.67  / year

Closing Date

RESUME & COVER LETTER REQUESTED BY 01/26/22, POSITION IS OPEN UNTIL FILLED

How to Apply

APPLICATION PROCEDURE:  Internal applicants submit a job bidding form and 2 copies of both your resume and cover letter; external applicants submit both your resume and cover letter via email to: employment@cambridgema.gov or to the Personnel Dept, Room 309, City Hall, 795 Massachusetts Avenue, Cambridge MA  02139. Fax 617-349-4312. Resume and cover letter requested by 01/26/22.  Position will remain open until filled.  


THE CITY OF CAMBRIDGE IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. WOMEN, MINORITIES, VETERANS, MEMBERS OF THE LGBTQ+ COMMUNITY, AND PERSONS WITH DISABILITIES ARE ENCOURAGED TO APPLY. THE CITY IS COMMITTED TO ADVANCING A WORKFORCE CULTURE OF ANTIRACISM, DIVERSITY, EQUITY, AND INCLUSION.  CITY OF CAMBRIDGE RESIDENTS ESPECIALLY ARE ENCOURAGED TO APPLY. 

Posted

2022-01-07 |  Quick link to this job