POSTING TYPE: Open-competitive
DEPARTMENT: Library
HOURS: Full-time
PREFERRED HIRING RANGE: $42,989 - $53,736/year DOQ
FULL SALARY RANGE: $42,989 - $67,170/year (104 grade)LOCATION: Wescott Library, Eagan
UNION: AFSCME 693
CLOSE DATE: 4:30 p.m. on Friday, April 12, 2024
What You'll Do
The Dakota County Library System is seeking to fill a Senior Office Specialist position that performs various administrative and clerical tasks such as office support, preparing reports, purchasing and payment processing, information updates, minutes taking, data entry, card processing, mailing and supplies distribution. The skills required of this position include: a high level of record keeping and computer skills, problem solving, detail oriented, customer service, politically savvy and basic projects management skills. Provides advanced office services in a variety of areas; performs related duties as assigned.
Who We Are
Dakota County offers rewarding career opportunities that make a real difference in people's lives. From maintaining roads to maintaining property records, protecting the environment to protecting our children's health, finding homes for those in need to finding justice for crime victims -- the work we do touches the lives of each of our residents every day. We're proud of what we do. You can be too. Join our team of nearly 1,800 and launch a career where you can truly "Be More."
 
We offer more than just careers that make a difference; we also offer competitive benefits, work life balance, and convenient work locations. Will you be the next person to join us at Dakota County?• Associate's Degree
OR
 • Two years of progressively responsible administrative or office work experience.
OR
 • An equivalent combination of education and experience to equal or exceed two year directly related to administrative or office work experience.
PREFERRRED QUALIFICATIONS BEYOND MINIMUM REQUIRED:
• Two years work experience with Microsoft Excel, Word, PowerPoint and Outlook.
• Basic PC skills and office services experience desired1. Prepare, verify, and maintain required documentation for library procurement transactions which include vendor coordination, purchase orders, new vendor set up, purchase authorization, invoice/transmittal processing i.e. review incoming invoices, assign payments from budget cost centers, generating payment to vendors, transfer of funds, revenue deposits; ability to process and complete work within established timelines.
2. Process contract paperwork in County software systems to ensure proper documentation and payment.
3. Provide backup support to the Administrative Coordinator as needed to maintain balanced work distribution for the Division.
4. Provide general administrative support as needed to personnel throughout the division. Perform advanced word processing, including: preparing letters, memos, presentation materials, proofread and edit documents.
5. Attend and take notes for various meetings.
6. Compile, prepare and update statistical and technical reports
7. Stay current on policies and procedures relevant to assigned areas. Assist branch staff with various procurement procedures.
8. Organize office documents and create electronic files; develop and maintain filing systems that ensure information is available, well-organized, easily retrievable, and in accordance with County policies and governmentally accepted accounting practices.
9. Provide back-up customer service by answering telephones, assisting clients/staff and referring to appropriate individuals or departments.
10. Respond promptly to general questions/problems within area of responsibility from internal and external customers, including vendors, in a helpful, timely and professional manner.
11. Receive and resolve concerns from internal or external customers, discusses sensitive issues and results with the supervisor.
12. Perform supervisor's duties in supervisor's absence.
13. Utilize and implement appropriate security measures when handling confidential or sensitive materials, according to HIPAA and Data Practices guidelines
14. Develop computerized tracking systems and databases; track and report the progress of departmental programs and projects.
15. Update, compile and prepare statistical and technical reports.
16. Process online user registrations for library cards including mail merge, print, match to cards, fold & insert, etc.
17. Provide various support for the annual Staff Day event.
18. Manage general office supplies by maintaining critical inventory and supplies for the department, including distribution to various branches.
19. Manage the library donation process.
20. Other duties as assigned.
 
 Essential functions of the position are as listed above.• Considerable knowledge of general office procedures, practices, and equipment.
• Knowledge of departmental programs, policies, and procedures.
• Extensive computer skills in Microsoft Office Programs.
• Demonstrate organizational skills, problem solving, and logical thinking.
• Proficient in filing and record keeping skills.
• Ability to effectively organize and prioritize departmental workload.
• Ability to learn and utilize varied software programs including but not limited to: Word, Excel, Access, Outlook, and Powerpoint.
• Ability to access and navigate various computer databases and records management systems
• Ability to organize tasks to meet deadlines.
• Ability to deal effectively with a wide variety of clients, managers, co-workers and State representatives.
• Ability to communicate effectively both verbally and in writing and ability to adapt communication style to audience.
• Ability to follow direction to make the best decisions.
• Ability to be responsible for all aspects of this position by working independently with minimal supervision, and also as a team member.
• Ability to process transactions in a timely manner, meet deadlines and follow guidelines established by county, state and federal regulations.
• Ability to maintain consistent high levels of productivity, accuracy and organization.
Work Environment 
The work is primarily sedentary, although there is some movement, travel, and transporting of items. The work is typically performed in an adequately lighted and climate-controlled office.
Benefits

• Comprehensive and affordable medical, dental, vision, and other benefits
• Excellent work-life balance
• Generous paid time off (accrual rate starts at four weeks per year)
• Eleven paid holidays and one floating holiday each year
• Pension with a generous employer contribution

Selection Process

• You submit an online application that includes supplemental questions
• We assign you a score based on your qualifications 
• Top scoring candidates are referred to the hiring manager for interview consideration
• We conduct interviews and reference checks before extending an offer 
• We extend an offer and conduct background checks