Administrative Specialist /B23

Posting number: 202610716

Department: LIBRARY

Division: MATERIALS SERVICES

Job classification: Administrative Specialist /B23

Posting type: Open

Categories: Library

Summary

Are you a highly organized professional who enjoys keeping teams connected and operations running smoothly? Do you thrive in a fast-paced environment where communication, coordination, and attention to detail are essential? If so, the Materials Services Division of Prince William Public Libraries (PWPL) is looking for you!

As our part-time Administrative Specialist, you'll play a vital role in supporting a dynamic division of more than 25 staff members. You'll serve as the central point of coordination, helping manage communication, streamline administrative processes, and ensure the division operates efficiently. If you enjoy being the person who keeps everything organized and moving forward, we'd love to hear from you.

About This Role: 

The Material Services Administrative Specialist is a part-time role supporting the Division Chief of PWPL (who oversees the library's entire collection). In this position, you will keep the division running smoothly by managing administrative tasks, organizing supplies, and supporting internal communication.

Key Responsibilities:

• Administrative Support: Manage meetings and calendars for the Division Chief, and Assistant Division Chief, and assist other work units, such as the Mailroom, as needed.
• Supply & Budget Management: Oversee internal office supplies, track and manage the library system's inventory of processing supplies, and help manage the division's supply budget.
• Documentation & Tech: Create and maintain division documentation, manage the internal customer service ticketing system, and update the library-wide SharePoint site.

Minimum Requirements:

High School Diploma or GED and 2 years of administrative support role in a government or public service setting  

Preferences: 

• 3 years or more of administrative support experience in a public service or in government setting
• Experience creating, organizing, and maintaining SharePoint sites for team collaboration.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for managing calendars, budgets, and documentation.
• Experience using or managing internal customer service/IT ticketing systems.
• Experience scheduling, including coordinating appointments and managing agendas for leadership.
• Experience tracking physical inventory, ordering supplies, and monitoring budget expenses.

Special Requirements:  

The position may require travel to other branches within the system. A DMV check will be conducted for employees who drive while on County business.

Work Schedule:

This position has a 20-hour per week schedule between the hours of 8:00 to 5:00. The successful candidate will arrange a schedule which meets the needs of the Division within those hours with the Division Chief.

Starting Salary Range:

$25.44 – $31.21 / hour

We offer benefits for part-time staff, including: 

• Paid Annual Leave / Sick Leave / Personal Leave
• Paid Holidays
• Group Medical, Dental, & Vision Health Plans  
• 401a and 457 retirement savings plans 
• Employee Assistance Program (EAP) 
• Career Development Opportunities
• Paid training

NOTE: The above position description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. To view the class description in its entirety, click here for the class description.

Prince William County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

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