Administrative Technician III - Library

Overall Job Objective

Basic Function

Do you get excited about learning? Are you eager to put your skills to use on a team that creates opportunities for imagination, exploration, and discovery, for a whole community, every day? If so, the Cozby Library and Community Commons may be the place for you!

The Administrative Technician III for the Library performs a variety of managerial, administrative, strategic planning, resource management and fiscal functions directly related to the efficient operation of the department. This position also performs many tasks related to office management, including purchasing, and senior management support. The Administrative Technician III plays a vital role in creating a successful perception and positive image of the Department. Work is generally of a critical and confidential nature. This position provides support to the departmental staff. Excellent communication skills will be constantly put to the test, as well as the ability to handle multiple tasks simultaneously as this position is a focal point in a dynamic, fast-paced environment. This position assists in developing and administering budgets for the department. The Administrative Technician III also analyzes monthly financial reports to facilitate control of budgetary discrepancies. The person who holds this position must be knowledgeable in the workings of the various departments, and cognizant of the Citys Mission Statement. Their demeanor and work ethic should personify the expectations and principles upheld by the department director. Regular attendance is an essential job function and duties are generally performed on an 8:00 - 5:00 work schedule, Monday-Friday, with some additional hours as needed.

Essential Job Functions

* Assist in the preparation, oversight and the development, analysis, formulation and administration of budgets for departmental budgets.
* Schedule expenditures, analyze variances, and initiate actions.
* Interface and coordinate activities between various departments.
* Respond to citizen and departmental inquiries for the department director, utilizing independent judgment to determine whether they should be redirected to other departments.
* Demonstrate critical thinking skills, maintain confidentiality, support strategic objectives, exhibit strong time management skills, be a self-starter and demonstrate independent thinking inside confines of overall City of Coppell strategies.
* Collaborate and coordinate with departmental and city administration.
* Analyze and resolve quality concerns and problems from citizens, recommending system improvements when necessary.
* Develop and produce the department quarterly report.
* Responsible for handling critical situations in as efficient manner as possible in the absence of detailed instructions.
* Responsible for using judgement and initiative to resolve problems, make recommendations, and determine if and when the department directors action is required.
* Responsible for adherence to budgetary policies for travel for the staff.
* Serve on interview panel for various positions.
* The Administrative Technician III should be thoroughly familiar with and have an excellent working knowledge of municipal government operations, City policies, procedures and ordinances, budgeting practices and efficient administrative procedures. Proven examples of the ability to work with all levels of management. The employee must also have experience with travel arrangements.
* Conceptual understanding of databases and database architecture along with a working knowledge of database reporting using Excel. Working knowledge of Active Directory, directory properties, credential management and general understanding of identity and access management across a wide variety of systems and platforms.

City of Coppell Core Competencies

Technical Competencies

Knowledge and ability to correctly apply professional/specialized expertise; skillfully manage information; properly use tools, equipment and technology; effectively allocate resources; proactively identify and resolve issues; consistently make sound decisions; correctly execute policy processes and procedures; strictly adhere to/enforce safety polices; consistently produce quality results; proactively plan and organize; consistently provide exceptional customer service.

Human Competencies

Motivation of Self & Others: We demonstrate a core desire to serve the Public and the Organization through our commitment, passion, initiative and drive.

Leadership of Self & Others: We motivate, inspire and influence others to strive towards excellence by being participatory, positive, accountable, team focused, influential in goal achievement, and empowering.

Service -Oriented: We behave in a friendly and professional manner centering on a desire to address the needs of internal and external customers while respecting their rights and dignity by being people-oriented, helpful, understanding and compassionate.

Trustworthy: We earn the confidence of others by demonstrating both the character and the competence to fulfill our obligations with both integrity and honesty along with ethical, credible behavior.

Relational: We establish trust, cooperation, mutual respect and support with an objective to improve relationships by valuing diversity and being diplomatic/tactful, cooperative, empathetic, broadminded, flexible, respectful and compassionate/caring.

Communication: We exchange information and ideas in a manner which results in mutually supported decisions for the greater good by sharing thoughts & feelings, and through persuasiveness, assertiveness, empathic listening, conflict resolution and deliberating/debating.

Emotional Maturity: We demonstrate the ability to manage and monitor our emotions and to assess the emotional state of others by understanding stress management, balance and consistency.

Development of Self & Others: We are committed to improving the knowledge, skills, personal qualifications and performance of ourselves and others through coaching, counseling/discipline, delegation and self-development.

Conceptual Competencies

Organizational Awareness: We are aware of the Organizations structure and culture for how we do business by understanding organizational structure, departmental impact on organization, interdepartmental relations, organizational culture, organizational development and leadership style.

Global Awareness: We stay informed of issues and trends that may impact the Organization by understanding intergovernmental relations, political awareness, and media/public relations.

Community Awareness: We have a sense of the communitys culture and its impact on service delivery by understanding purpose of service, citizen/stakeholder expectations, demographics and branding.

Professional Insight: We thoroughly understand our particular professions and apply the principles and ethics required in the professions service delivery by applying principles, professional ethics and by understanding futuring/profession trends, legal implications and resource planning.

Innovation: We successfully implement ideas that improve and/or add value to service delivery through creative thinking, risk taking, continuous improvement and by being quality minded and a change agent.

Critical Thinking: We actively and skillfully conceptualize, apply, analyze, synthesize, and evaluate information to reach a sound answer or conclusion by understanding issue/problem identification, analysis, consequences, and by balancing decision factors.

Visioning: We understand the future direction of the Organization and understand the efforts and processes needed to achieve it through goal setting and by following the mission/values.

Minimum Requirements

Experience

The Administrative Technician III must have a high school diploma or equivalent educational background plus five (5) years of progressive administrative assistant experience including budgetary responsibilities, and training in the operation of word processing, spreadsheet software and data entry. Experience working in a municipal government and Library setting is preferred.

Skills/Abilities

The Administrative Technician III must be able to perform occasionally tedious, exacting work, and frequently change tasks and perform multiple tasks simultaneously under frequent time pressures. This employee must be able to operate a personal computer, fax machine, copier, multi-line telephone, and other office equipment. The Administrative Technician III must possess the ability to plan and prioritize work, effectively communicate with a wide variety of individuals verbally, and in writing using the English language. Strong customer service skills are also necessary.