Title: Administrative Service Coordinator
Department: Library Updated: 11/2017
Division: Library FLSA Status: Non-Exempt
Bargaining Unit: CANUE Wage Range: Not Available

Performs a variety of highly responsible, confidential and complex administrative support duties as a member of the Library administrative team, including executive level support for the Library Director.  Assists the administrative team in matters relating to library planning, personnel and policy and program development.


·         Participates in administrative team’s management of the library system

·         Performs human relations functions for the library administrative team

·         Acts as the administrative team’s liaison to the county Human Resources Department

·         Consults with administrative team to identify employment needs

·         Coordinates and participates in the evaluation and interviewing of job applicants

·         Develops new employee orientation processes

·         Conducts new employee on-boarding and orientation

·         Processes personnel activity forms for all staff

·         Maintains job descriptions for all departments and classifications within the library system

·         Performs payroll related tasks that include verification and information entry

·         Maintains staff personnel files

·         Serves as confidential administrative support to the library administrative team

·         Advises administration on contracts, worker grievances and disciplinary procedures

·         Facilitates meetings between administration and labor

·         Assures that all labor and administrative solutions comply within the relevant collective bargaining agreement

·         Assists with grant application and administration as appropriate

·         Participates in system-wide and special projects by researching, compiling and presenting background data to the administrative team

·         Interprets and explains Library policies in response to inquiries and refers inquiries as appropriate

·         Responds to letters and general correspondence not requiring the attention or oversight of the Library Director

·         Prepares evaluative documents, such as statistical analysis

·         Participates and assists in the administration of the library system’s budget and make recommendations

·         Recommends organizational and/or procedural changes

·         Coordinates committee formation and participates in system-wide policy development

·         Assists with preparation and submittal of Universal Service Fund requests

·         Assists in preparing and presenting Library information in support of millage requests

·         Collects and compiles statistics and records, providing analysis as required

·         Attends library board meetings as a resource person

·         Participates in continuing education, conferences, workshops, seminars or other activities that enhance professional knowledge

·         Other duties as assigned.



Work is performed under the general supervision of the Library Director.


May assign work to subordinate employees and serve as supervisor while on weekend rotation and in the absence of the Library Director, Public Service Coordinator or Innovation Technology and Collections Coordinator.


·         A Bachelor’s degree from an accredited college or university with major course work in human resources, business, public administration or closely related field.


·         An MLIS with demonstrated experience in human resources, business or public administration.

·         A Master’s degree from an accredited college or university with major course work in human resources, business, public administration or closely related field preferred.

·     Five (5) years of increasingly responsible experience in human resources, business, or public administration.

·     Manage and direct departmental operations, including budgeting, strategic planning. Knowledge of and interpret applicable federal, state and local regulations. Develop, apply and explain department and County procedure and policies. Plan and coordinate work staff activities, prioritize, instruct, set deadlines, objectives, measure success, and make recommendations and resolve issues. Methods of research, planning, conducting and implementing major studies or projects. Design and recommend new forms, reports or procedures. Ability to understand and work in complex data processing system, analyze data and exercise sound financial judgment. Analyze administrative problems, evaluate alternatives and implement sound solutions. Prepare and present reports, speeches or training programs to groups. Provide training and guidance in handling difficult or complex problems or resolving escalated complaints or disputes. Work independently with limited direct supervision. Coordinate activities with other departments.

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.


·         Ability to demonstrate predictable, reliable, and timely attendance.                                    

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.                                                    

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                                                  

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                                           

·         Ability to use discretion and maintain sensitive and confidential information.              

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.                                           

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                                                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.                                        

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.                                                                                         

Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.                                             
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

·         Must obtain a Level III Certification through the Library of Michigan within the first year of employment.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 35 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.

·         The position requires working with the public.


Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.





It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.