Library Talking Book Manager (Administrative Assistant IV) – Fairfax, VA

Manages and supervises the Talking Book (TB) program administrative functions and circulation system at the Access Services (AS) library branch. Manages and supervises library page functions of the AS branch. Serves on branch management team. Provides full range of extensive customer service including outreach, reader advisory, circulation, and information/referral services to targeted customers of AS, Government Center employees and the general public. Performs entry and maintenance of patron and collection bibliographic data. Is familiar with and provides training on access to library resources and adaptive/assistive technologies such as TB machines and associated accessories, screen readers, magnifiers, voice synthesizer, Braille printer/embosser and optical character reader. Communicates and interprets library polices to the public, staff and volunteers. Prepares statistics and special reports as needed. Assist in producing materials in alternate format and responds to Americans with Disabilities Act accommodation requests. Coordinates with National Library Service for the Blind and Physically Handicapped (NLS/LBPH), Virginia Regional Library and Resource Center and other NLS network libraries to provide mandated programs, resources and services.

Note: The assigned functional area of this positions are general administrative support, administrative human services, library services, and IT/hardware support.

Illustrative Duties:

General Financial Duties
Reviews and approves disbursement forms;
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.

Fiscal Administration
Approves and authorizes accounts through corporate system;
Monitors external accounts and resolves discrepancies;
Reviews and reconciles status reports.

Purchasing
Researches and recommends equipment/vendors and prices;
Determines substitutes for supplies and low value equipment;
Verifies the accuracy of and updates the department equipment and/or fixed asset inventory;
Authorizes requests for goods and services in corporate system;
Monitors contract compliance (e.g., expirations, payment terms, costs);

Scheduling & Coordinating for others
Makes complex scheduling arrangements involving multiple parties, including informing all relevant parties;
Independently makes and cancels meetings depending on the subject and attendees;
Determines what confidential information can be disseminated and to whom;
Arranges for special room or equipment needs and/or multiple locations & individuals;

Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head’s review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).

Office Management
Performs/supervises several administrative functions (e.g., records management, reception);
Manages a small work unit;
Analyzes short-term administrative needs of the unit (e.g., status of supplies and equipment, determining if work order is needed);
Notifies relevant individuals of work progress and inquires as to its status.

General Administrative
Develops filing systems (paper and/or electronic);
Develops internal mailing processes and procedures;
Prepares non-routine responses to correspondence;
May supervise general administrative functions.

Public Contact
Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.

Word Processing/Typing
Develops macros;
Serves as unit expert or lead over other clerical/administrative positions.

Information Systems/Software
Develops macros;
Creates and maintains databases;
Generates unique reports;
Creates complex spreadsheets for work unit;
Diagnoses and resolves simple software/hardware problems;
Maintains Web pages;
Designs and lays out publications using specialized software packages;
May supervise.

Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.

Payroll
Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
Researches payroll issues (e.g., overtime, leave hours).
Interprets policies & procedures.

Personnel
Updates job descriptions using information obtained from employee, supervisor, evaluations and samples;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
Serves as liaison between supervisor/manager and HR regarding routine personnel actions.

Required Knowledge Skills and Abilities:

Math Skills
Basic math skills.

Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.

PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.

Communication
Ability to communicate well through written and oral means.

Information Abilities
Ability to gather, integrate, and analyze simple data.

Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.

Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).

Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

EMPLOYMENT STANDARDS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
Valid driver’s license.

PREFERRED QUALIFICATIONS:
Two or more years of customer service experience working in a library setting with one or more years of supervisory experience. Knowledge of the National Library for the Blind and Physically Handicapped (NLS/LBPH) services, resources and programs. Experience working with senior citizens, and individuals with disabilities. Experience working in partnership with other agencies and organizations. Superior oral and written communication skills. Experience with assistive technologies such as Talking Book machine and accessories, large-type screen, voice synthesizer, optical character reader, and braille printer/embosser. Demonstrated experience working with an automated circulation system for LBPH libraries. General understanding of cataloging for accessing special subject requests. Knowledge of reader advisory skills and popular library titles and authors.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position must satisfactorily complete a criminal background check, Child Protective Services Registry check, and driving record check.

PHYSICAL REQUIREMENTS:
Ability to perform repetitive hand, arm, wrist and shoulder movements. Ability to input, access, and retrieve information from a computer. Ability to lift books and equipment weighing up to 25 pounds. Ability to push and pull full 4-wheeled book bins and book carts. Ability to stoop, bend, and reach. Ability to drive a car/van. Ability to walk up and down stairs with occasional need to stand fo extended periods of time (2 – 3 hours). Ability to travel to various locations throughout Fairfax County. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview; may include a written and/or oral exercise.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

 

Salary: $42,146.42 – $70,244.10 annual

To apply, visit:

https://www.governmentjobs.com/careers/fairfaxcounty/jobs/2258138/library-talking-book-manager-administrative-assistant-iv

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