Closing Date: February 8, 2026 - 11:59 p.m. Pacific Time
Applications must be completed and submitted prior to 11:59 p.m. Pacific Time on the closing date to be considered. Once you submit your application, you will no longer be able to make revisions or attach documents.

Pay Range: $35.25 - $48.46 hourly
Job Status: Full-Time
Hours Per Week: 40
Employment Type: Regular
FLSA: Non-Exempt

Job Summary

Sno Isle Libraries is seeking a proactive, detail-oriented Administrative Specialist to strengthen day-to-day operations in the Executive Office at our Service Center in Marysville, WA. The Administrative Specialist performs a variety of highly skilled and complex administrative functions to support executive leadership and library district staff such as managing complex schedules, producing briefings and analytical reports, leading and participating in project teams, fostering strong internal communications, and providing support for Library District meetings and events. 

This position demonstrates strong customer service skills, autonomy, and critical thinking by independently analyzing information, identifying issues, and developing well-reasoned solutions while upholding the highest standards of confidentiality and integrity. This position operates in a hybrid work environment.

These tasks contribute to the Library District’s effective operation, providing library services, spaces, and resources that are representative of diverse cultures and perspectives, intentionally inclusive, and accessible to everyone.

We Value Lived Experience

Sno-Isle Libraries is committed to embedding equity into our organization. As we engage in equity work, it's important to have a good foundation to frame the work and then provide training opportunities to build skills and knowledge.

We value and embrace the unique experiences our staff members bring to the organization and recognize how their experiences improve the service we provide.

Benefits

All Sno-Isle Libraries employees are eligible for sick leave, vacation leave, paid holidays, dental coverage, an employee assistance program, and an employer-paid ORCA Passport card. Employees working 20 or more hours per week also receive additional benefits such as medical and vision coverage, retirement savings, life insurance, and flexible healthcare and daycare spending accounts. For more information about these benefits, visit our employment webpage at sno-isle.org/employment. 

Essential Functions

Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this job.

1. Draft, edit, and prepare correspondence, reports, presentations, contracts, spreadsheets, and other documentation with a high level of accuracy and confidentiality.
2. Manage meeting and event logistics, including agenda preparation, material distribution, event set-up, and tracking action items.
3. Conduct advanced analysis to support executive decision making, synthesizing data, identifying emerging issues, and preparing insights for recommendations.
4. Develop, implement, and refine internal processes and protocols to improve workflow efficiency, organizational consistency, and customer experience.
5. Produce briefings, revenue and expenditure reports, and analytical reports.
6. Provide complex purchasing support to Library District staff.
7. Manage Library District correspondence through mail, email, and web forms.
8. Maintain accurate records, files, and documentation consistent with organizational policies and applicable governance frameworks.
9. Anticipate challenges and independently and proactively implement effective solutions.
10. Interpret and apply rules, regulations, and policies; revise, modify, and write new procedures; keep abreast of current developments, legal and otherwise.
11. Lead or coordinate cross-functional initiatives and operational projects, establish timelines, align stakeholders, and monitor results.
12. Interpret and administer grant requirements throughout all stages of the process.
13. Lead by influence to shape a culture of strong communication, proactive problem-solving, and operational excellence across the administrative team.
14. Manage sensitive, confidential, and strategic materials with the highest level of professionalism and discretion.
15. May represent supervisor at meetings.

Additional Duties and Responsibilities

1. Attend meetings, trainings, and workshops to support learning and development.
2. Assist with travel arrangements for Board members and department staff as directed.
3. Train new staff as needed.
4. Assist with special projects as required.
5. Perform other duties as assigned.

Supervision

This position reports to the Executive Operations Manager. Supervision is not a regular part of this position.

Knowledge, Skills, and Abilities

1. Thorough knowledge of established office administration practices and procedures.
2. Ability to promote the principles of equity, diversity, and inclusion in the workplace and in the community.
3. Ability to learn established library practices and procedures.
4. Advanced knowledge of Microsoft Office 365 Suite.
5. Excellent customer service skills.
6. Strong organizational skills and attention to detail.
7. Ability to communicate effectively with diverse audiences.
8. Ability to work independently and to set priorities.
9. Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.
10. Ability to operate relevant computer systems, including hardware and software, electronic databases, email, and internet navigation in addition to other office equipment and security systems.
11. Ability to maintain confidentiality in matters requiring discretion.
12. Ability to remain flexible and comfortable working in a dynamic environment that may involve ambiguity and politically sensitive issues.

Education and Experience

Knowledge, skills, and abilities for this position can be acquired by a combination of experience and education including:

1. High school diploma or G.E.D. required; bachelor's degree preferred.
2. At least three years of related office administration experience or an equivalent combination of technical training and related experience.

Physical and Environmental Conditions

The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions.

Most of the work is carried out within a generally accessible, safe, indoor environment. While performing the duties of this job, the incumbent is required to operate computers for extended periods of time. The incumbent may occasionally move objects or materials weighing up to 25 pounds.

The incumbent must regularly communicate with coworkers and members of the public. These contacts and situations are deemed to be generally safe and free of undue stress, but require incumbents to be cordial, helpful, and skilled in interpersonal relations with others, both in the public and within the Library District.

An incumbent may occasionally travel to the various community libraries in the District to meet with staff. To accomplish this travel, the incumbent must be able to drive and hold a valid Washington State driver's license or to arrange independently for such travel.

The following questions will be asked during the application process and will be considered during the application evaluation:

1. Describe how your experience and skills meet the education and experience requirements for this position as listed on the job posting. Provide specific examples.
2. Give an example of a time when you identified and implemented a process improvement in an office environment.
3. What administrative software and tools are you most comfortable using? Provide examples of how you have used them in previous roles.
4. Which strategies do you use to deliver excellent internal and external customer service?
5. What are the most important professional qualities for a successful administrative staff member providing support to multiple departments?

The purpose of the questions included on the job application is to obtain additional job-related information to evaluate you for the position you are applying for. There are also some personally identifiable questions included to provide us with statistics needed to evaluate our recruitment program. Questions related to your race/ethnicity and gender will not be used in any employment decisions. We would appreciate you assisting us by voluntarily providing this information.