Description
The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government.
Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities.
The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse.
This independent office under the state Constitution operates from facilities in the Olympia area and statewide.
The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork.
It is committed to both employee growth and work-life balance.
The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.
The Washington State Library connects people to the power of libraries.
As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days.
Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.
The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming.
Additionally, the Washington State Library provides services to state prison and state hospital libraries.
OSOS also operates the Washington Talking Book & Braille Library (WTBBL) in Seattle, a library for people unable to read standard print.
Receptionist/Office Assistant - Office Assistant 3
Full-time, Permanent
The Washington Talking Book & Braille Library (WTBBL) is a program of the WSL, a division of the OSOS, and a network library of the National Library Service for the Blind and Print Disabled (NLS).
WTBBL builds community and provides equitable access to information and reading materials for Washington residents unable to read standard print.
The Patron Services Specialist reports to the Outreach Librarian at Washington Talking Book & Braille Library (WTBBL) and serves as the first point of contact for new patrons by providing exceptional customer service, is the designated technical expert for creating and maintaining WTBBL patron records and profiles in the KLAS integrated library system, designs marketing material, posts on social media, and supports the outreach program.
The receptionist & office assistant position reports to the Administrative Assistant 3 at the Washington Talking Book & Braille Library and is responsible for independently performing duties and tasks pertaining to public service and reception desk activities, customer service, and clerical and office support.
Special Notes: This position receives an additional 5% geographic assignment pay for being located within King County.
Duties
Receptionist and public services
Tasks include:
• Operates multi-line telephone system and answers queries from the patrons, public, community, or staff, transfers in-coming calls, takes messages, retrieves voice messages, and refers callers to other library staff or departments.
• Greets every visitor and assesses their needs; provides customer service independently or directs visitor to appropriate staff member.
• Resolves problems and responds to inquiries regarding WTBBL and NLS policies, procedures, and services; provides input on development of WTBBL policies and procedures.
• Relays information via phone and in-person about the library’s services (eligibility requirements, equipment, materials, return process, etc.), volunteer program, rules and policies of the library, resources for people with visual impairments, printing and computer resources in the area, etc.
• Resolves problems regarding disruptive visitors, including those loitering in the library’s public restrooms, parking garage, and stairwell.
• Provides community resources and general information to library visitors; provides directional assistance to Seattle Public Library or other local resources.
• Complies with National Library Services for the Blind and Print Disabled (NLS) guidelines when responding to inquiries about eligibility, and USPS free matter regulations when responding to materials return queries.
• Greets and assists volunteers with sign in and utilizes Volgistics database for login and signing out of volunteers; tracks volunteer hours in Volgistics database.
• Runs monthly and as requested reports in Volgistics for the AA3 and Volunteer Manager.
• Signs in blind and visually impaired volunteers and vendors; refers them to appropriate staff or meeting rooms.
• Creates volunteer badges and organizes the badge bin alphabetically weekly.
• Creates and maintains sign-in sheets for volunteers and sign-out sheets for staff.
• Distributes parking passes to volunteers and maintains internal spreadsheet recording system on allocation of passes and associated data.
• Takes requests for use of WTBBL meeting room, coordinates director’s approval, communicates approval and meeting room use guidelines to requestor.
• Monitors WTBBL security cameras, addresses emergency and security issues, and alerts supervisor, director, or staff in charge as appropriate.
• Performs visual building security from the reception desk including restroom checks.
• Assists readers’ services by entering Talking Book Topics order forms or by mail patron requests and sending to the readers’ advisors; makes minor updates in KLAS patron database as directed.
• Tracks phone calls, visitors, and queries quarterly during WTBBL reference weeks; reports numerical data to patron services specialist for statistical purposes; establishes and maintains complex electronic file system to track reference week statistics and Talking Book Topic bimonthly order form statistics, creates and provides statistical reports based on Talking Book Topics data.
• Maintains safe and organized reception and public areas; interprets and enforces library code of conduct, resolves problems and responds to inquiries regarding rules, regulations, policies, department procedures, and department services.
• Develops and maintains a Reception Desk manual and helpful information notebook; regularly reviews documentation, updates and adds material as appropriate; incorporates documents concerning patron and community resources such as lists of shelters, hygiene services, food banks, transportation resources, etc.
• Provides training to staff on core tasks and proficiencies for covering the reception desk.
• Creates and posts notices about library closures and updates voicemail for holiday closures.
• Maintains WTBBL lost and found.
Administrative support
Tasks include:
• Assists administrative assistant with filing, composing, and proofreading correspondence to include quarterly newsletter, mailing projects, and facilities support.
• Schedules meeting rooms and computer lab and identifies a staff member to assist patrons in computer lab as needed.
• Maintains files and filing system, scans documents for electronic filing and retention.
• Tracks and maintains office supplies and print publication inventory.
• Alerts AA3 when any office supplies stock is low and prepares quantity, type, and link to ordering the item.
• Maintains and updates files including reception/OA training manual, staff directory, staff phone lists, WTBBL staff handbook, emergency procedures, and “who does what” reception guide.
• Develops, authors, and updates, and reviews content for the FAQs section of the WTBBL website demonstrating specialized knowledge of frequent needs of patrons, third parties, and community members.
• Prepares WTBBL library information application packets and mailings.
• Organizes and completes large mailing projects and other special projects.
• Assists director with special marketing, outreach, and event publicity and marketing campaigns and recommends appropriate display of information.
• Supports the administrative assistant with planning, preparing materials, organizing refreshments, and hosting the Patron Advisory Council, the volunteer appreciation event, library events, and general meetings at the library.
• Takes minutes for weekly WTBBL staff meeting.
• Maintains inventory of all documents, photos, and objects pertinent to the library’s history to develop WTBBL’s archive using excel; scan, label and sort items both digitally and physically.
• Regularly reviews website for accuracy and currency of information.
• Distributes sign up lists for kitchen duties and window display.
Miscellaneous
Tasks include:
• Checks out books or equipment for walk-in patrons.
• Other duties as assigned.
Qualifications
Required Qualifications:
• Eighteen months of experience performing clerical duties including, but not limited to, customer service, opening and triaging mail, typing, data entry, file management, banking, or retail cashier.
• Ability to read and write English language.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.
Preferred/Desired Qualifications:
• Experience providing customer services to the public, clients, or customers (preferably at least 1 year of experience).
• Experience using a multi-line phone system (preferably at least 1 year of experience).
• Experience managing and organizing multiple assignments and producing quality work products with constant interruptions.
• Experience with graphic design, publications, or media and marketing.
• Experience documenting or updating information to maintain accurate and complete records.
• A high level of competency in spelling, grammar, punctuation, and proofreading.
• Experience working with the blind and visually impaired, physically disabled, or reading disabled.
• Strong attention to detail and accuracy.
• Experience working in a library or background in library and information science education.
• Ability to speak Spanish language.
PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again.
Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.
At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging.
If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless.
You may just be the ideal candidate this office needs.
Supplemental Information
WORKING CONDITIONS
The incumbent works in an office environment that requires the ability and willingness to remain at a workstation for extended periods of time, perform tasks that require physical agility (i.e.
bend, reach, stoop, carry, climb) and be able to move and maneuver 20 pounds with or without accommodation.
Ability to handle stressful situations and maintain confidentiality.
The Standard work hours are Monday - Friday, 8:00am - 5:00pm; some evenings and weekends may be required.
Serves both internal and external customers; willingness to work with blind, visually impaired, DeafBlind, physically disabled, or reading disabled patrons.
5% King County premium pay is authorized.
Special Requirements/Conditions of Employment:
• This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.
• Willingness to work with blind, visually impaired, deaf/blind, physically disabled, or reading disabled patrons.
How to Apply
• Required: To be considered for this position you must attach the following:.
• Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.
• Current resume.
• Three Professional references.
Personal references will not be considered.
• You must complete the supplemental questions at the end of this application.
Incomplete responses such as "see resume" will not be considered.
• All veterans must include a copy of your DD214 to receive preference in the hiring process.
You must black out your social security number before attaching it to your application.
The Office of the Secretary of State is an equal opportunity employer (EOE).
We do not
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity, or any real or perceived sensory, mental or physical ability.
All interested candidates are encouraged to apply.
Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call (360) 704-5211.