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The Cleveland Heights-University Heights Public Library (Heights Libraries) is seeking a highly organized and detail-oriented Administrative Assistant to support the Library Director and administrative departments at the Lee Road branch. The Administrative Assistant is responsible for supporting the Library's Board of Trustees and committee meetings, including preparing and distributing board packets, coordinating logistics, and recording accurate meeting minutes.

Description The Cleveland Heights-University Heights Public Library (Heights Libraries) is seeking a highly organized and detail-oriented Administrative Assistant to support the Library Director and administrative departments at the Lee Road branch. This full-time position plays a key role in ensuring the efficient operation of the Library's administrative functions. Working closely with the Library Director, the Administrative Assistant provides high-level administrative and confidential secretarial support. Responsibilities include managing calendars, coordinating meetings and events, preparing reports and correspondence, and maintaining organized filing and record systems. The Administrative Assistant is responsible for supporting the Library's Board of Trustees and committee meetings, including preparing and distributing board packets, coordinating logistics, and recording accurate meeting minutes. Additional duties include document management such as editing, formatting, and compiling policies, procedures, and other internal materials. This position serves as a central point of contact for staff, community members, and external partners, requiring strong communication skills and a commitment to excellent customer service. The ideal candidate demonstrates professionalism, discretion, and the ability to manage multiple priorities in a collaborative, fast-paced environment. Key Responsibilities: <ul><li>Provide administrative support to the Library Director and leadership team. </li><li>Manage calendars, schedule appointments, and coordinate meetings and events. </li><li>Answer and direct phone calls, greet visitors, and provide excellent customer service. </li><li>Prepare, edit, and format correspondence, reports, board packets, and internal documents. </li><li>Attend Board of Trustees and committee meetings; record and distribute meeting minutes. </li><li>Maintain filing systems, databases, and accurate organizational records. </li><li>Handle incoming/outgoing mail and manage office supply inventory. </li><li>Supports other administrative departments with scheduling, documentation, and communications, as needed. </li><li>Assist with staff events, internal communications, and special projects. </li><li>Maintain schedules, records, and materials for meetings, audits, and outreach efforts. </li><li>Maintain employee records and assist with onboarding, recruitment, and training coordination. </li><li>Assist with accounts payable, invoices, expense reports, and payroll data entry. </li><li>Maintain financial records, support reconciliations, and track budgets using Excel. </li><li>Prepare bank deposits, assist with financial reports, and support audit processes. </li></ul> Requirements Education: • Associate's degree or higher in Business Administration, or a related field is preferred. Experience: • At least 3 years of experience in an administrative role. • Experience in public libraries or government organizations is a plus. Skills & Knowledge: • Strong organizational and multitasking skills with exceptional attention to detail. • Proficiency in Microsoft Office Suite, including strong Excel skills, as well as Word, PowerPoint, and Outlook. • Accurate and efficient data entry skills with a focus on maintaining data integrity across HR and financial systems. • Excellent written and verbal communication skills. • Ability to handle sensitive information with discretion and professionalism. • Ability to work independently, prioritize tasks, and manage time effectively. • Strong interpersonal skills and the ability to communicate effectively with diverse individuals and groups. • Ability to work collaboratively with various teams, particularly in supporting projects and initiatives.

Heights Libraries

Administrative Assistant

Accounts Payable

Administrative Skills

Billing

Budget Management

Business Administration

Calendar Management

Communication Skills

Customer Support/Service

Data Entry

Data Quality

Detail Oriented

Document Management

Documentation

Editing

Establish Priorities

Event Management

Executive Assistant Skills 

Expense Reports

Financial Reporting

Financial Systems

Government Organizations

Interpersonal Skills

Inventory Management

Leadership

Logistics

Mail Processing

Meeting Minutes

Microsoft Excel

Microsoft Office

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Multitasking

Onboarding

Operations Management

Organizational Skills

Plan Meetings

Prepare Correspondence

Presentation/Verbal Skills

Public Library

Reconciliation

Record Keeping

Reporting Skills

Systems Maintenance

Team Player

Telephone Skills

Time Management

University Library

Writing Skills

Hire Recruits

FULL_TIME

ESSENTIAL DUTIES AND RESPONSIBILITIES: Evaluation of this position is based primarily on performance of the following essential functions, which include, but are not limited to: Provides strategic leadership and oversight of the Youth Services Department at Main Library, ensuring high-quality, innovative services for children, teens, and families. JOB SUMMARY: Leads system-wide youth services strategy while overseeing operations at the Main Library to deliver high-quality programs, collections, and learning experiences for children, teens, and families.

Description<div><div><div>YOUTH SERVICES MANAGER</div>HOURS: Minimum of 37.5 hours per week. May be required to work flexible hours, including evenings and/or weekends, to meet operational needs.PAY GRADE: 7 ($77,825.00)LOCATION: Main LibraryEXTERNAL POSTING OPEN UNTIL FILLED Cleveland Public Library strives to be the driving force behind a powerful culture of learning that will inspire Clevelanders from all walks of life to continually learn, share, and seek out new knowledge. The successful applicant will be a self-directed professional with a strong work ethic, a collaborative work style, and the skill set to thrive in a welcoming service environment for patrons and staff. JOB SUMMARY: Leads system-wide youth services strategy while overseeing operations at the Main Library to deliver high-quality programs, collections, and learning experiences for children, teens, and families. Drives a culture of literacy, curiosity, and belonging by building staff capacity, advancing best practices in youth development and reading, and fostering strong community partnerships. Ensures consistent, innovative, and impactful service delivery aligned with the Library’s mission and strategic priorities. Performs other functionally related duties as assigned. MINIMUM REQUIREMENTS:<ul style="margin:0pt;padding-left:0pt"><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Bachelor’s Degree, preferably in Library and Information Science, Education, or a related field.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Five (5) years’ experience in youth services within a library or school setting.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience managing large-scale programs and public-facing initiatives.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Three (3) years’ supervisory or leadership experience.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience building partnerships with schools and/or community organizations.</li></ul> PREFERRED QUALIFICATIONS: <ul style="margin:0pt;padding-left:0pt"><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Master’s degree in library and information science, Education, or a related field</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience with early literacy frameworks (e.g., Every Child Ready to Read, Science of Reading).</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience working in a public library, nonprofit, or government setting.</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience working in a unionized environment</li></ul> KNOWLEDGE, SKILLS, and ABILITIES (KSAs):<ul style="margin:0pt;padding-left:0pt"><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Knowledge of library principles, practices, and collection development, including building diverse and inclusive collections for children, teens, and families</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Knowledge of children’s, youth, and teen literature, reference services, and reader’s advisory practices</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Knowledge of early literacy, adolescent development, and culturally responsive service models</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Skill in leading, coaching, and developing staff to drive accountability and growth</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Skill in managing multiple projects and initiatives with competing priorities</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Skill in building and maintaining collaborative relationships with internal and external stakeholders</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Skill in analyzing and applying data to inform decisions and improve services</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Strong written and verbal communication skills, including presentations and professional materials</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Ability to design, implement, and evaluate innovative youth programs and services</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Ability to manage budgets and resources strategically and responsibly</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Ability to adapt to new technologies, systems, and processes</li><li style="font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Ability to align work with organizational goals and deliver high-quality outcomes</li></ul> Certifications: N/ADriver License: RequiredOther License: N/A TECHNICAL EXPERTISE:<ul style="margin:0pt;padding-left:0pt"><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Knowledge of library theory, standards, and best practices. General principles and objectives of information technology systems and programs. </li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Accomplish goals and tasks through others by delegation, follow-up and oversight.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Ability to work as part of a team and work effectively with persons and communities from diverse cultural, social, and ethnic backgrounds. </li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience working with all levels within an organization is required.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience modifying and adapting existing programs, services, policies and processes to meet changing needs and expectations is required.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Working with community leaders, public officials, and other community stakeholders is preferred.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience managing budgets, resources and people is required.   </li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Experience in public library, public-sector, and a union environment is preferred.</li><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:serif;font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 26.85pt;padding-left:9.15pt;text-indent:0pt">Proficiency in MS Office or similar software is required.  Relevant business management systems such as general ledger, HRIS, CRM, etc., is preferred.</li></ul> LICENSES/CERTIFICATIONS REQUIRED:Driver License:  RequiredOther License:  N/A ESSENTIAL DUTIES AND RESPONSIBILITIES: Evaluation of this position is based primarily on performance of the following essential functions, which include, but are not limited to:<ol style="margin:0pt;padding-left:0pt"><li style="background-color:rgb( 255 , 255 , 255 );color:rgb( 51 , 51 , 51 );font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Provides strategic leadership and oversight of the Youth Services Department at Main Library, ensuring high-quality, innovative services for children, teens, and families.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Leads, coaches, and develops Youth Services staff, including hiring, training, supervising, and evaluating performance to ensure accountability, professional growth, and excellence in service delivery.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Facilitates system-wide Youth Services monthly meetings in collaboration with the Youth and Family Engagement team, fostering alignment, shared learning, and the dissemination of best practices.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Leads the planning, implementation, and evaluation of Cleveland Reads, the library’s summer literacy program, in partnership with the Senior Director of Youth Services and Family Engagement.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Serves as Chair of the Sugarman Awards, overseeing all aspects of planning, coordination, and execution to ensure a high-quality and meaningful recognition program.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Builds and sustains strategic partnerships with community organizations, schools, educators, caregivers, and stakeholders to expand access to services and advance literacy and youth development.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Designs, implements, and evaluates innovative programs, services, and learning experiences that support early literacy, reading engagement, and positive youth outcomes.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Oversees the development and management of youth collections, ensuring materials are diverse, inclusive, relevant, and responsive to community needs.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 31.25pt;padding-left:4.75pt;text-indent:0pt">Utilizes data and evaluation tools to assess programs, services, and collections; applies insights to drive continuous improvement and informed decision-making.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 36pt;text-indent:0pt">Manages departmental budgets, including planning, monitoring expenditures, and ensuring responsible and strategic use of resources.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 0pt 36pt;text-indent:0pt">Leads and manages multiple large-scale initiatives and concurrent projects, ensuring alignment with organizational priorities and successful, timely execution.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 8pt 36pt;text-indent:0pt">Collaborates across departments and with system-wide teams to ensure cohesive service delivery and alignment with the library’s mission and strategic goals.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 8pt 36pt;text-indent:0pt">Represents the library in community meetings, professional settings, and public forums, delivering clear, compelling presentations and communications.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 8pt 36pt;text-indent:0pt">Ensures the effective use of technology, tools, and systems to support operations, enhance services, and improve team efficiency.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 8pt 36pt;text-indent:0pt">Maintains clear, accurate, and professional written communication, including reports, presentations, and internal and external correspondence.</li><li style="font-family:'calibri';font-size:11pt;line-height:150%;margin:0pt 0pt 8pt 36pt;text-indent:0pt">Performs other functionally related duties as assigned.</li></ol> To Apply; please attach a current/updated resume and CV EXTERNAL POSTING OPEN UNTIL FILLED</div></div>

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Administrative Assistant Heights Libraries

YOUTH SERVICES MANAGER Cleveland Public Library

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