Administrative Specialist

Description

The Education and Labor Cabinet’s mission is to educate, prepare, train, and ensure the safety of Kentucky's current and future workforces. Our goal is to create and make continuous improvements to an education and workforce system that prepares Kentuckians for the 21st century workforce, while helping businesses find the skilled workers they need to compete and create jobs in the Commonwealth.

It is the mission of the Kentucky Department of Libraries and Archives to provide information access for the citizens, businesses, and agencies of the Commonwealth. To help the state maintain its competitive edge, the department offers comprehensive services which assure that our clientele has access to information resources: virtual, physical, and human. As one of ten state agencies in the country to combine library, archival, and public records programs, the department is uniquely positioned to meet these needs.

The Department is seeking an Administrative Specialist to provide professional administrative support to internal staff and leadership related to the agency’s business operations.

The Duties Include But Are Not Limited To

• Answers Kentucky Talking Book Library (KTBL) telephones, forwards calls, takes messages.
• Answers basic questions from patrons or the general public.
• Updates phone greetings.
• Manages office supply inventory.
• Cleans, organizes, or moves materials, equipment, or furniture.
• Performs routine mail and correspondence duties, including retrieving and distributing mail and faxes, logging new applications and sending letters, sending retrieval notices to cancelled patrons, adding lists of book requests to patron accounts, and assisting with newsletter distribution.
• Manages KTBL digital and paper files.
• Scans applications and other patron documents and moves to proper patron file.
• Updates and arranges digital files according to best practices or as directed by manager.
• Annually completes destruction certificate and destroys canceled patron files according to National Library Service and Archives procedures.
• Serves as backup for KTBL and State Library Circulation, including braille, Talking Books, talking book equipment, kits, large print, and audio-books in the absence of regular staff.
• Assists in Shipping room duties as needed.
• Assists with KTBL and State Library Collection Maintenance.
• Re-configures or moves shelving or materials as directed.
• Assists with disposal or donation of weeded materials.
• Shelves library materials as needed.
  
  

This position will have access to confidential and sensitive information. The successful candidate will be required to ensure the safeguarding and security of all confidential and sensitive information and will be required to complete trainings, sign acknowledgements, follow all policies and adhere to all statutes and requirements pertaining to the safeguarding and security of confidential and sensitive information while employed and after employment ends.

The Education and Labor Cabinet (ELC) participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. EWDC will only use E-Verify once you have accepted a job offer and completed the Form I-9.

For more information on E-Verify, or if you believe that ELC has violated its E-Verify responsibilities, please contact the Department of Homeland Security (DHS) at 999-897-7781 or https://dhs.gov/e-verify

Minimum Requirements

EDUCATION: Graduate of a college or university with a bachelor's degree.

EXPERIENCE, TRAINING, OR SKILLS: One year of professional, administrative, or business experience.

Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE

Working Conditions

Incumbents working in this job title primarily perform duties in an office setting.