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OrganizationSuffolk Public Library
TypeFull Time
Application DeadlineMarch 20, 2024
College Degree Required?Yes
Salary Range$58,935 - $72,830


Suffolk Public Library is looking for someone to lead our Administrative Services Team, who can provide high-level administrative support for our Libraries, work collaboratively with all Library Departments, and take initiative on new projects and procedures.


The Library Administrative Services Supervisor serves as the Library’s administrative officer, responsible for supervising and coordinating all administrative services including budget, finance, facilities, human resources, strategic planning, statistics/metrics, development, and grants and records management. Leads the Administrative Services Team and supervises subordinate staff. Reports to Director of Libraries.

Essential Job Functions

• Conducts research on topics in preparation of reports or for recommendations to the Director for action within the department or other city departments; gathers and analyzes statistical, historical, financial and other data through examination of various mediums.

• Composes memorandums, correspondence, reports, plans of action, etc., in response to research assignments; prepares graphs, charts, maps, etc., to illustrate reports and recommendations; makes oral presentations to City officials, boards or commissions, explaining analysis of data and recommendations, and responding to inquiries.

• Serve as the City’s coordinator for Records Management by building a new policy, procedure, and plan.

• Seeks estimates and approvals for the use of vendors who provide goods, professional and nonprofessional services; facilitates the provision of those services and provides any needed follow up activities and responses.

• Serves as the point of contact for all staff for general office management of the department. Provides all follow up activities.

• Provides information and assistance related to office issues, policies, procedures, rules or other issues; responds to questions, researches problems, and initiates problem resolution.

• Manages all Human Resource activities within the office; prepares justifications for positions; screens all applications; determines questions for interview panels; participates in panel interviews; secures reference information; ensures proper personnel practices in hiring process; submits all information on recommended candidates; conducts new employee orientation for the office; maintains personnel records on employees.

• Assists in research and analysis of complex matters.

• Research, coordinate and prepare grant proposals for available government funding for various programs and projects administered by the City; maintains files of grant sources and supporting data.

• May administer the Department’s budget.

• May administer accounts receivable and accounts payable processing as well as reporting and serves as the lead worker.

• Perform work as a Grant Writer and Administrator.

• May perform trend analysis.

• May assist in the completion of monthly reports.

• May supervise office staff as assigned.

• May respond to routine requests for information by City departments and officials, outside agencies or other governmental authorities, and provides documents and/or information sources.

• May prepare and submit periodical (quarterly and semi-annually) reports to state, and federal granting agencies.

• May prepare letters, ordinances, and resolutions concerning Department matters before City Council.

• May conduct annual research on Department issues and formulates analysis and recommendations.

• May coordinate the Department’s short term goals and objectives, the Department’s Strategic Plan and the Department’s long-term Vision Plan.

• May prepare quarterly reports on Department’s Strategic Plan and Vision Plan.
• Performs other related duties as required.


Bachelor’s Degree in public administration, political science, business, statistics or a related field, and 1 to 2 years of related experience in business or public policy management; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.

Requires a valid driver’s license.

CLOSING DATE: Wednesday, March 20th, 2024 at 11:59 PM