Administrative Support Specialist - Library Job at City of Appleton in Appleton

The Appleton Public Library, the Wisconsin Library of the Year for 2025, is seeking an Administrative Support Specialist to join our dynamic team . This full-time position provides administrative support for the library’s administrative needs and meeting room scheduling. Under the direction of the Library Director, this role supports overall library administration, meeting room reservations, record-keeping, internal communications, and general logistics. Come join the City of Appleton and thrive! The Appleton Public Library is an important part of the City of Appleton! Here at the City, you’ll have the opportunity to work in a forward-thinking, positive environment alongside other caring team members. You’ll be challenged by rewarding work that impacts the lives of community members each day. You’ll expand your skills and knowledge through training and growth opportunities. You’ll be respected and appreciated for sharing your ideas and bringing your authentic self to your work. Come join our team—you belong here! ESSENTIAL JOB FUNCTIONS Prepares and distributes board packets, takes minutes, and ensures accurate documentation of board-related materials. Assists with event logistics and room coordination for library and community use; serves as lead in meeting room booking system setup and troubleshooting. Coordinates internal communication workflows including correspondence, emails, meeting scheduling, and phone coverage. Responds to patron inquiries and concerns; routes when appropriate Provides general administrative support to library administration and supervisors as able including tracking of library departmental metrics. Coordinates staff onboarding logistics with HR and section supervisors; communicates with HR on documentation regarding employee changes. Orders and maintains inventory of office and supplies. Oversees general administrative tasks including mail distribution, filing, and vendor communication. Maintains records in conjunction with library’s records retention custodian. Maintains regular, punctual, and predictable attendance; works overtime as needed. Provides backup support to the Administrative Support Specialist – Financials as needed. OTHER JOB FUNCTIONS Supports special projects and staff recognition. Attends occasional evening or weekend meetings or events related to administrative needs. Considerable experience in progressively responsible administrative work; High school diploma and at least two years of office/clerical experience in a library or other public sector setting preferred Proficient with Microsoft Office (Outlook, Word, Excel); document software such as Adobe and Docusign, comfort with scheduling and communication tools; ability to learn specialized software systems. Strong organizational, interpersonal, and communication skills. Ability to handle multiple tasks, interruptions, and deadlines with attention to detail. Ability to maintain confidentiality and represent the library professionally in interactions with staff and public. COMPETENCIES Communication Customer Focus Handling Difficult People Problem Solving Adaptability/Flexibility To learn more about these competencies click here #J-18808-Ljbffr