Invitation to Compete #06-24: Operations Manager - Public Services Scheduling

Office Central Library - Library Programs and Services Division Regular, FLSA exempt, full-time (40 hours per week) position

$94,356.72 - $114,714.72 annually

Hours will include weekdays, every other weekend, and some evenings. This position is part of a bargaining unit represented by AFSCME.

This position is open to the public and The Seattle Public Library's employees. Candidates are asked to submit an application, cover letter and resume in NEOGOV by 5:00 p.m. on May 13, 2024 for first consideration. Please read the How to Apply section of this bulletin for more information.

Interviews are expected to begin on the week of May 20, 2024 with the earliest start date being 6/10/24.

Overview

The Seattle Public Library's mission is to bring people, information and ideas together to enrich lives and build community. We view Seattle as a city where imagination and opportunity continue to thrive. Since 1891, we have grown from a single reading room in Pioneer Square to a world-class library system with 27 locations.

The Library works every day to foster and support a healthy city and a healthy democracy. We do this work guided by the principles of intellectual freedom, literacy and the love of learning, racial equity, privacy and confidentiality, respect for the community, strong partnerships and innovation. We are an active and committed partner in the City of Seattle's Race and Social Justice Initiative.

Library employees are highly regarded by the public for their knowledge, quality of service and caring. As a workplace, we value respectful and transparent communication, partnership and engagement. We are enriched individually and organizationally because of our diversity and growth mindset. We take time to recognize and celebrate the achievements of others.

If you share these values and meet the qualifications, the Library invites you to apply for the Operations Manager position.

As a member of the Library Programs and Services Division, the Operations Manager reports to and assist the Division Operations Manager in managing the Public Services Scheduling Office. The position will supervise and support a team of Library Associate IV staff in developing and managing schedules for staff at the Central Library, 26 branches and the virtual library.

This position may also participate and play a lead role in Library-wide projects and initiatives, and coordinates work with supervisory and front-line staff in other work units, including Public Services, Materials Distribution Services, Human Resources, and Security and Safety Services.

Scheduling: Manage and act as a resource for the staff who create and maintain the posted schedules which includes arranging for replacement staff and processing leave requests. Perform scheduling tasks and create biweekly schedules, create and maintain schedule templates to support the Public Services Scheduling Office. Responsible for appropriate up-to-date scheduling of chat, VVRC coverage and other virtual services. Oversight of vacation and events calendars and incoming vacation, programming and other requests. Retrieve and record staff absences and generate Sick Call Reports daily. Ensure staff scheduling, leaves, and operations are consistent with policies, regulations, labor agreements, and Library practices.

Payroll and Personnel Transactions: Ensure proper reporting of time worked and proper use of leave balances. Monitor and report payroll adjustments. Serve as liaison with the Payroll Coordinator in Human Resources to ensure that timesheet information is accurate and payroll practices are consistent with policies. Keep informed of changes in payroll practices and procedures and communicate policies and procedures to staff. Route questions and issues relating to payroll issues to appropriate administrative support. Responsible for paperwork related to new hires, separations, leaves and other staffing transactions in the Quick Information Center.

Supervision: Assign work to Public Service Scheduling Office Staff, monitor and evaluate work performance. Secure appropriate administrative guidance and recommend, develop and implement performance improvement activities, conduct performance appraisals, develop corrective action plans and assist with disciplinary actions when needed. Assist with workers' compensation claim requirements and similar staff services. Oversee the development of individual work plans and goals for direct reports.

Operations Management: Organize and oversee the flow of service delivery. Assist with the analysis of operations. Conduct studies and projects. Examples might include studies of staffing levels and efficiency of staffing assignments and providing staff training as needed for changed procedures, hardware, software or other variables in the work environment. Gather and analyze statistics, develop reports for both regular operations and special projects. Make presentations and lead team meetings. Develop and update staff training materials, including related infoNET (SharePoint) and web content. Experience working in a Union environment and ability to apply labor contract provisions strongly preferred.

Staffing: Plan for staff turnover, respond to temporary staff changes and needs and assist with new hire processes. Collaborate with the the Head of Operations, Division Operations Manager, Library Programs and Services Division Regional Managers, other stakeholders and Human Resources, including requesting authorization to proceed as required and participating in the interviewing and reference checking process, recommending selections, and providing for new staff orientation and training at the worksite. Ensure that staffing actions such as separations, transfers and appointment changes (reductions in hours, etc.) are properly documented and reported and receive appropriate administrative oversight.

Equipment and Facility Management: Oversee cleaning and work order repair submissions for the Public Services Scheduling Office equipment (i.e. staff computer workstations, telephones, etc.) and/or software needs. Work with Facilities Services or Information Technology to resolve other facility/building or equipment issues.

Administrative Support: Oversee department supplies, repairs, and other division operations. As assigned, assist with developing and management of budgets, monitoring expenditures and initiating purchasing procedures. Manage the administration of Library policies and procedures. Serve as a resource to staff for handling and resolving scheduling inquiries.

QualificationsEducation: A high school diploma or a Graduate Equivalency Degree (GED) is required. Postsecondary education and/or relevant work experience will be considered in determining candidate competitiveness. A combination of education, training and/or experience that provides an equivalent background required to perform the work of the Assistant Manager will be considered.

Project Management Skills: Knowledge and experience assisting with events or projects, including planning, scheduling staff and rooms, coordinating resources, evaluating and communicating needs and/or outcomes, monitoring progress, budgeting for staff or materials, and developing reports, informational materials and/or records.

Supervision Skills: Minimum of two years organizing the work of others including (1) the ability to plan and organize own work and that of others, 2) ability to delegate work and to monitor work after delegation 3) knowledge of and or training in supervision, staff training, scheduling and performance and management. General knowledge of rules applications, regulations, labor agreements and policies and practices relating to staffing is preferred.

Workgroup Direction: Minimum of two years of experience which demonstrates expertise with team-building and change management to take group in a new direction, or leadership of a new project or program. Project management experience or work crew direction across organizational/department boundaries is desired. Must demonstrate experience working in an urban environment with a diverse group of staff, and modeling excellent internal or external service provision skills.

Operations Management Skills: Demonstrated work site and office management skills including supply and inventory management, budget management, office records and correspondence, purchasing procedures, securing maintenance services, and similar administrative support functions.

Communication Skills: Excellent interpersonal communication skills, including the ability to interact effectively with diverse Library staff at different levels; resolve conflicts, work effectively with other staff in a team setting, on projects and in work groups; and excellent written and verbal communication skills.

Judgment and Initiative: Ability to work independently and effectively with minimum supervision, understand and interpret a variety of complex oral and written instructions, exercise initiative and creativity in resolving problems, recognize and set priorities, and coordinate multiple on-going projects.

Teamwork Skills: Ability to work collaboratively and celebrate shared successes with coworkers and subordinates. Ability to provide, and receive, feedback in a respectful manner. Confidence in own leadership skills and willingness to step back and allow others to take the lead when appropriate.

Technology Skills: Working familiarity with networked personal computers and advanced skill levels in Microsoft Office applications, specifically Outlook, Excel (ability to develop and modify macro applications in Excel is required), and Word. Skills retrieving information from the internet and familiarity with intranet applications (such as SharePoint). Basic skills operating and troubleshooting office equipment including photocopiers, keyboards, barcode scanners, receipt printers, printers, fax machines and cell phones. Library scheduling and/or other scheduling experience managing staff schedules strongly preferred.

You will be successful in this role if you have the following additional skills:

* Correspondence Crafting: Ability to draft clear, concise, and comprehensive correspondence explaining specific details regarding scheduling practices and operational impacts.

* Analytical Skills: Proficiency in analyzing complex scheduling frameworks and operational procedures to articulate their implications effectively.

* Stakeholder Engagement: Engage with internal and external stakeholders to gather information and ensure accuracy in communication regarding scheduling practices and operational impacts.

* Adaptability: Ability to adapt communication style to suit diverse audiences, including senior management, frontline staff, and external partners.

* Deadline Management: Ensure timely delivery of correspondence, adhering to established deadlines and prioritizing urgent communication needs.

How to Apply

This recruitment will be open continuously. Application materials that have been submitted in NEOGOV by Friday, May 13, 2024 will receive first consideration. The following application materials are required to be considered for this position.

* Online application with complete responses to the supplemental questions. Answer submitted with 'see application' will be considered incomplete.

* A cover letter that describes how your qualifications and experience meet those required for the position.

* Current resume that summarizes relevant education, professional experience, training and skills.

Applications that do not include a cover letter, resume, and complete online application will not be considered.

Applicants will be screened for competitiveness, completeness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application materials MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates will be invited to participate in a series of one or more interviews.

Benefits and Salary Information:

The full hourly pay range for this position is $94,356.72 - $114,714.72 annually

The starting rate is typically at the beginning of the pay range.

The City of Seattle offers a comprehensive benefits package for all eligible employee including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: City of Seattle benefits.

Additional Information:

The Library promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please contact us at job.applications@spl.org.

Please keep in mind that job offers are contingent on a review of criminal history as well as verification of information provided by the applicant as part of the application process.

If you have questions regarding this bulletin or employment at The Seattle Public Library, please send an email to job.applications@spl.org