Executive Assistant II - Library

Description

Are you a budget-savvy professional who enjoys keeping complex operations running smoothly? The Flagstaff City-Coconino County Public Library is seeking an Executive Assistant II to serve as the Library Director’s right hand, coordinating the Library Administration office and supervising an administrative team member. In this role, you’ll develop, analyze, and monitor budgets for both the City of Flagstaff libraries and the Coconino County Free Library District, while supporting strategic planning, policy development, and State Library reporting. You’ll also provide high-level, confidential support to the Director, from project management and research to preparing presentations for City Council and the Board of Supervisors. If you bring strong financial skills, supervisory experience, and a passion for public service, join us in supporting libraries that serve all of Coconino County!

Position Responsibilities

• Complies with financial reporting requirements as they relate to federal, state, and local entities
• Provides excellent customer service to both internal and external customers
• Responsible for the administration program of the library, including scheduling employees, handling incidents, and providing general guidance; handles emergencies and difficult situations
• Maintains and distributes community information as requested by the Library Director
• Takes the lead role on more complex library issues
• Supports and analyzes the library’s budget, including the personnel, operating budget, capital improvement program (CIP), Priority Based Budgeting, and the budget management and reporting system
• Prepares analytical and budgetary comparative information for presentation to staff, council, and board of supervisors
• Assists in the preparation of short and long-range revenue and expenditure forecasts; supports forecast modeling
• Provides training and support in the preparation, presentation, and monitoring of the library’s annual budget
• Provides a high level of support, including performing research, and managing projects for the library director when implementing the strategic plan and library goals and objectives
• Provides executive level support and project management assistance to the Library Managers, Supervisors, and others
• Provides clarity and understanding of the Library Director’s Work Plan, details, timelines, and goals
• Analyzes the completeness and accuracy of prepared budget data provided by district libraries
• Adheres to established accounting standards and City of Flagstaff and Coconino County deadlines
• Coordinates the day-to-day operations of the Library Administration Office including managing workload, managing payroll for the section, and responding to urgent matters
• Assists with Library Director’s responses to news or changing policy; monitors and researches items on the Library Director’s Work Plan, and prepares reports of findings and recommendations
• Assists the Library Director in drafting responses to community concerns, needs, and questions
• Ensures access to the Library Director while managing her/his commitments including scheduling, managing documentation and signature files, and managing travel arrangements
• Assists with ongoing communication to Flagstaff Library and Library District staff, supervisors, managers, and directors including reviewing and distribution reports, coordinates communication between all parties, develops meeting agendas, and assists with developing work programs
• Other duties as assigned

To review the full job description for this position, please click the following link*:*Class Specifications | Executive Assistant II - Library | Class Spec Details

Qualifications

Minimum Qualifications

• Bachelor’s degree
• Two (2) years of professional budgeting and/or general accounting experience including experience with administering or managing grant-funded budgets
• Two (2) years of supervisory experience
• Any combination of relevant education and relevant experience may be substituted on a year-for-year basis. Minimum requirements such as supervisory experience may not be substituted and are required at time of hire.

Desired Experience and Training

• Master’s Degree in Library Science, Business Administration, or related field
• Two (2) years of experience working in a library
• Two (2) years of project management experience
• Experience working with complex documentation, budgets, payroll, spreadsheets, statistical reporting, and in a fast-paced, multi-tasking environment

Other Requirements

• Ability to handle sensitive material in a confidential manner
• Must possess, or obtain upon employment, a valid Arizona driver’s license
• Regular attendance is an essential function of this job to ensure continuity

Current Compensation and Benefits

We are dedicated to fostering an inclusive and positive work environment. We offer competitive pay, outstanding benefits, and the chance to work with a committed team making a difference in our community. Located in the beautiful mountain town of Flagstaff, AZ, you’ll enjoy a unique quality of life with outdoor recreation, stunning scenery and a welcoming community.

Our total compensation package includes best-in-class benefits and an annual salary of $57,345.60 - $86,028.80, based on the candidate's qualifications and experience. Plus:

• Arizona State Retirement System with 100% Match
• Employees are members of Arizona State Retirement System (ASRS) with a mandatory contribution rate of approximately 12%
• Deferred Compensation Options
• Up to 4% Annual Pay for Performance Increase
• Group Insurance including Health, Dental and Vision coverage
• Flexible & Health Savings Accounts
• 13 Paid Holidays, Vacation, Sick Leave, Personal Leave, Paid Parental Leave, Bereavement, Jury Duty
• Life Insurance, AD&D, Short- and Long-Term Disability and Voluntary Life Insurance
• First-Time Homebuyer Assistance
• Qualified Public Student Loan Forgiveness Employer
• Tuition Assistance
• Employee Clinic, Telehealth, Wellness Program & Incentives
• Tobacco Cessation Program
• Employer Assistance Program
• Recognition including Workiversary, Wonderful Outstanding Worker (WOW), On-the-Spot, 7k Award, and City Manager's Excellence Awards
• Employee Discounts: Mountain Line Bus Eco Pass, Aquaplex, and Recreation Centers

Please note that Compensation and Benefits are subject to change based on future policy change, budgetary impact, and Council changes.

The City of Flagstaff is looking for team members who are passionate about community, innovation, and quality of life. Come be a part of this cool community and see why the City of Flagstaff is a great place to work!