If you have the needed qualifications, please complete an application @ www.bellevue.net .

This position will be posted until the close of business on April 3, 2026.

This position is subject to a veterans’ preference.

                               CITY OF BELLEVUE

                                Job Description

CEA                                                                           Hourly Range $21.82 - $29.56

POSITION TITLE:             Secretary – Library                              

REPORTS TO:                     Library Director

SUPERVISES:                      ------------------              

JOB SUMMARY

Responsible for assisting in the efficient operation of a department through the performance of administrative support functions requiring a high level of confidentiality and sound independent judgment.

ESSENTIAL JOB FUNCTIONS:

Prepares, compiles and maintains a variety of departmental records, reports, correspondence, memos, agenda, purchase orders, Library Foundation bills and other documents related to departmental policies and /or business procedures to include but not limited to tracking training and volunteer hours.

Executes independent action or discretion to resolve problems/complaints encountered, taking established departmental procedures into consideration.

Assists the Library Director with the maintenance of the departmental budget including but not limited to maintaining the petty cash fund, handling donations for memorials/honoriums and accepting membership funds, preparing invoices, submitting departmental bills to City Finance office, collecting departmental mileage statements, creating requisition requests for Director’s approval, handling reimbursements if needed, and overseeing purchase order process.

Assists in maintaining inventory of departmental supplies and orders as necessary.

Confers with persons seeking information, obtains required data and makes necessary determinations and calculations, answers questions and explains procedures regarding a wide variety of billings, ordinances and other City policies and regulations.

Oversees scheduling of volunteers, their activities and supplies required for tasks.

Prepares board packets for Board meetings, posts meeting agenda, takes meeting minutes, transcribes dictation and prepares documents in final format ensuring accuracy and completeness.

Plans and coordinates annual Library volunteer luncheon.

Prepares necessary departmental press releases, as assigned.

Prepares minutes of intradepartmental meetings as assigned.

Manages memorial and honorarium donations. Meets with donor to determine best use of funds.

Assists with Bellevue Library Foundation activities including but not limited to tracking departmental expenditures, handling reimbursements if needed, preparing invoices and bills, compiling and preparing correspondence.

Answers the telephone, directs calls to appropriate personnel, takes accurate messages and/or handles inquiries.

Posts City fliers and communications as necessary and oversee public bulletin boards.

Establishes and maintains a paper or electronic filing system of departmental documents.

Make copies of correspondence and other printed material.

Maintains an up-to-date appointment schedule for Director when assigned.

Opens, reads, routes and distributes mail and other materials and responds independently to routine matters.

Compiles and distributes printed and electronic correspondence related to the department as assigned.

Compiles and prepares reports, forms, data and summaries, checking against a variety of records in order to ensure complete and accurate information.

Utilizes a wide variety of standard office equipment in the performance of duties, including fax, photocopier, adding machine, calculator, typewriter, personal computer.

Monitor timesheet entries of department staff in conjunction with Director.

Assists at the Circulation Desk when needed to include interaction with the public, using the computer and cash register and performing general circulation activities.

*Attendance at the assigned work location is an essential function.

MARGINAL FUNCTIONS

Performs related duties as directed or as the situation dictates.

CONFIDENTIAL INFORMATION

This position has a high degree of access to confidential information.

CONFIDENTIAL INFORMATION

Before placing a person in this position, a background check is required.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the structure and content of the English language including meaning and spelling of words.

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms and other office procedures and technology.

Knowledge of and ability to utilize general office procedures, standard clerical techniques and office equipment.

Ability to maintain departmental records, to compile information and prepare accurate reports.

Ability to work independently, prioritize work, meet deadlines and make decisions on the basis of established procedures and policies.

Ability to communicate effectively both orally and in writing. Ability to understand and follow both oral and written instructions.

Ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division using a calculator, ten-key adding machine or manually.

Ability to maintain cooperative working relationships with fellow employees, supervisors, government officials and the general public.

Ability to maintain confidentiality of all department documents and transactions.

EDUCATION AND EXPERIENCE

High school diploma or equivalent. (Associates’ or Bachelors’ degree preferred).

Must possess a valid drivers’ license at the time of hire and maintain throughout the course of employment.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying supplies, books, files and other materials.

The incumbent is required to frequently sit for extended periods of time, talk, hear and must have the ability to transport themselves from various locations within the building. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

*Updated 1/2017

Revised 1/30/17

Revised 05/2012

The City of Bellevue is an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, or disability. If specific accommodations are needed in order to apply for this position, please contact the Personnel Office at (402)293-3019.