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Volunteer and Training Assistant

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Volunteer and Training Assistant

Salary

$28.27 - $35.51 Hourly

Location

Rochester MN 55904, MN

Job Type

Regular FT

Job Number

20240097

Department

Rochester Public Library

Opening Date

06/11/2024

• Description

• Benefits

• Questions

POSITION DESCRIPTION

The City of Rochester invites applications for the position of:

Volunteer & Training Assistant

Rochester Public Library

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.

Nature of Work

The Volunteer and Training Assistant is a support position at the Rochester Public Library. Typical duties include but are not limited to organizing and facilitating volunteer programs, classes and activities; coordinating onboarding and training for volunteers and teammates; completing data entry on computerized systems; providing direct public service at one of the public service desks; and performing other general clerical support tasks. This position reports to the Head of Marketing and Community Engagement.

Starting salary is $28.27 per hour with advancement to $35.51 per hour.

To have your application considered in the first round of reviews, please apply before June 26, 2024. Applications will be accepted until the position is filled.

DUTIES AND RESPONSIBILITIES

*Volunteer Coordinator Functions

• Schedule and assist with interviews to determine volunteer's interests and skills, coordinate training with volunteer supervisor in the appropriate library division.

• Recruit volunteers by attending off-site events, prepare informational brochures about volunteer opportunities at RPL and provide copy for library website.

• Recognize volunteers by coordinating annual volunteer recognition.

• Prepare annual report of volunteer statistics.

• Coordinate record keeping for volunteers in all divisions.

• Maintain an inventory of volunteer supplies and forms, order supplies and forms as authorized.

• Provide support for Friends of the Library

*Coordinate staff and volunteer training and onboarding.

• Coordinate general training logistics, such as scheduling rooms and speakers.

• Generate ideas for meeting topics and coordinate with library leadership.

• Send out announcements to staff and schedule appointments in Outlook.

• Arrange for meetings to be recorded for staff who cannot attend.

• Assist in the development of training materials, notices, and other information materials about library and volunteer trainings.

• Schedule the onboarding process for new teammates with their direct supervisor.

• Provide general onboarding training to staff and volunteers.

*Customer Service and Administrative Support

• Greet and direct internal and external customers in a welcoming, respectful, and professional manner.

• Provide direct customer service at a Public Service desk; meet the Library’s customer service standards. Maintain public safety and security by enforcing the Library’s Behavior policy.

• Complete data entry in computerized systems.

• Coordinate meeting room schedules.

• Perform general clerical support tasks including website content updates.

• Create and maintain lists of resources as appropriate.

• Process, sort, and file correspondence, documents, or other materials in accordance with established procedures.

• Develop schedule drafts and place statistics into library calendar software.

Miscellaneous

• Assist as needed in Library, Friends and Foundation sponsored events

• Coordinate and partner with outside agencies for library services.

• Serve on library wide and divisional committees as appropriate.

• Perform other duties as assigned

  *ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS

Education and Experience:

An Associates degree and 1 year of experience in volunteer coordination, training, or onboarding.

OR

A High School Diploma and 3 years of experience in volunteer coordination, training or onboarding.

If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.

DESIRABLE QUALIFICATIONS:

Education or specialized training in business, human resources, public relations or related field

Experience working with volunteers

Previous training experience

ADDITIONAL INFORMATION

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work : Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: sitting, fine dexterity

Frequent demands: standing, walking

Occasional demands: crouching, bending, reaching, carrying, kneeling

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing and touch.

Environmental conditions that may exist in the performance of the essential functions of this job include NONE - not substantially exposed to environmental conditions.

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36357&t=638457704249492057)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

• Yes

• No

  02

  What is your preferred name?

  03

  Which of the following best describes your level of education?

• High School diploma or equivalent G.E.D

• Less than 2 years of a post-secondary program or training

• Completion of a 2 year program or degree

• Completion of a 4 year program or degree

• Completion of a Master's degree or higher

• None of the above

  04

  Which of the following best describes your years of experience in volunteer coordination, training or onboarding?

• No experience

• Less than 6 months

• More than 6 months, but less than 1 year

• More than 1 year, but less than 2 years

• More than 2 years, but less than 3 years

• More than 3 years, but less than 4 years

• More than 4 years, but less than 5 years

• More than 5 years, but less than 6 years

• More than 6 years, but less than 7 years

• More than 7 years, but less than 8 years

• More than 8 years, but less than 9 years

• More than 9 years, but less than 10 years

• 10 or more years

  05

  Which of the following best describes your years of full-time employment experience performing administrative office duties?

• No Experience

• Less than 6 months

• More than 6 months, but less than a year

• More than 1 year, but less than 2 years

• More than 2 years, but less than 3 years

• More than 3 years, but less than 4 years

• More than 4 years, but less than 5 years

• More than 5 years, but less than 6 years

• More than 6 years, but less than 7 years

• More than 7 years, but less than 8 years

• More than 8 years, but less than 9 years

• More than 9 years, but less than 10 years

• More than 10 years

  06

  Tell us how your professional, educational and lived experiences would help you be successful in this role.

  07

  Does your employment experience performing administrative office duties include any of the following? (Select all that apply)

• Recruiting volunteers or other staff

• Event coordination

• Inputting information into a computer database on a timely and accurate basis

• Scheduling appointments, meetings, trainings, events, etc.

• Preparing letters, memorandums, forms, notices, reports and other related documents

• Compiling information and preparing special reports as requested

• Maintaining department files including indexing and archiving

• Attending meetings and taking notes

• Updating websites

• Providing training in person or online

• Creating training materials

• Work with multiple high priority items with non-negotiable deadlines

• N/A - I have not performed any of these duties

  08

  Please indicate the current versions of software in which you are PROFICIENT. (Select all that apply)

• Microsoft Excel

• Microsoft Word

• Microsoft PowerPoint

• Microsoft Outlook

• Microsoft OneDrive

• Microsoft Teams

• Microsoft SharePoint

• Microsoft Publisher, Canva, or similar software

• Microsoft Access or other similar database software

• JD Edwards

• Accela

• Laserfiche

• Elements

• Precise

• Website Management Software

• GIS or other mapping software

• Kronos or other timekeeping software

• None of the above

  09

  Do you have experience working with diverse populations and/or individuals with backgrounds different than your own?

• Yes, I have extensive experience in this area.

• Yes, I have limited experience in this area.

• No, I do not have experience in this area.

  10

  Briefly describe your experience working with diverse populations and/or individuals with backgrounds different than your own. If you do not have this experience, type "N/A" in the space provided.

  11

  Are you able to understand and speak any languages other than English?

• Yes

• No

  12

  If you answered yes to question 11, please list the languages you are able to understand and speak below.

  13

  CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?

• Yes

• No

  Required Question

Agency

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

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