Executive Administrative Secretary (Non-Merit)

Advertisement Closes

2/2/2025 (7:00PM EST)

req67222

Executive Administrative Secretary (Non-Merit)

Salary

$3,178.34 - $4,767.60 Monthly

Employment Type

EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK

Click here for more details on state employment.

Hiring Agency

Education & Labor Cabinet | Department for Libraries and Archives

Location

300 Coffee Tree Rd
Frankfort, KY 40601 USA

Description

It is the mission of the Kentucky Department for Libraries and Archives (KDLA) 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 have access to information resources: virtual, physical and human. As one of ten (10) state agencies in the country to combine library, archival, and public records programs, the department is uniquely positioned to meet these needs.

KDLA is seeking qualified applicants for the position of Executive Administrative Secretary to serve as the secretary to the State Librarian/Commissioner and oversee general office functions of the Commissioner’s Office.

Job duties:

• Prepare routine correspondence to local government units and state agencies.
• Monitor incoming correspondence according to established criteria and flags items needing immediate attention.
• Maintain correspondence file according to record retention schedules.
• Serve as records officer for State Librarian and Deputy Commissioner. Answer phones and messages.
• Draft letters of recommendation and correspondence to County Judge-Executives for appointments to Public Library Boards.
• Track, coordinate, and maintain Public Library Board appointment file for each county library.
• Provide administrative support for board, commission, and council appointments.
• Attend and maintain records of all Management Team and Leadership Team meetings.
• Serve as secretary to the State Advisory Council on Libraries, coordinate correspondence to members, coordinate meetings, prepare materials and take minutes.
• Prepare travel vouchers as needed.
• Attend and assist with other meetings as required.
• Assist in strategic planning efforts.
• Provide administrative support, coordinate, and manage the scheduling of appointments, meetings, and calendar for the State Librarian.
• Make and coordinate travel arrangements for State Librarian.
• Process travel vouchers.
• Keeps agency calendar and assists with agency room scheduling.
• Performs other duties as assigned.

Preferred qualifications include:

• Bachelor’s degree – Clerical experience or experience in business administration will substitute for the education on a year-for-year basis.
• Excellent verbal and written communication skills.
• Excellent computer skills (Word, Excel, etc.)
• Good time management skills
• Ability to work on multiple projects at the same time.
• Ability to work with elected officials.

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 acknowledgments, 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. ELC 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

Working Conditions

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