Administrative Assistant

The Administrative Assistant ensures that the public and the Library system are served efficiently through the Chief Operating Officer.

Essential Duties and Responsibilities

Administrative Operations

• Coordinates purchasing for the Administrative Office and library branches, ensuring adequate inventory levels and timely replenishment.
• Monitors the status of open purchase orders and prepares quarterly purchasing and expenditure reports for the Administrative and Management Teams.
• Maintains and updates a tracking spreadsheet of current and prospective grant opportunities.
• May compile and analyze statistical and survey data for inclusion in reports.
• Coordinates the centralized scheduling of Sunday staffing, fairs, festivals and other system-wide initiatives
• Coordinates conference, workshop and training registration and travel accommodations, professional memberships and/or maintains accurate records and ensuring timely renewals.

Fiscal Operations

• May assist with accounts payable, check runs, financial reconciliations, and other accounting and fiscal processes as assigned.
• Enters requisitions, tracks expenditures and provides reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems.
• Coordinates with the Fiscal and Administrative Office to develop and improve work processes.
• May assist with payroll, purchasing, and other accounting processes.

Building Management

• May assist with administering the work order system, Facility Dude, and trains staff on its use.
• May assist with administering processing purchase orders and supports procurement activities for Facilities and Technology departments.
• Reviews and reconciles invoices to ensure accuracy and alignment with purchase orders.
• May assist with overseeing annual blanket contract administration and ensures proper funding accounts are charged for services in Facilities and at the branches.

Contracts & Negotiations

• Maintains accurate and up-to-date records for the library's vendors, speakers, presenters, and other contracted service providers, ensuring all required documentation is complete and current.
• Actively seeks out opportunities to improve business and operational processes/procedures.

Project Management

• May assist with operating a postage machine and ensures it is properly set up, calibrated, and regularly maintained for daily mail processing. Monitor and replenish postage funds and ensure budget compliance.
• Applies project management practices to plan, track, and support successful execution of organizational initiatives.

Records Management

• Maintains organized internal office files in accordance with the Library’s records retention policy.

Performs other duties as assigned.

Minimum Education & Experience

• Education:  High School Diploma or equivalent is required. Associate’s/Bachelor’s degree is preferred. 
• Certifications or licensure: Notary Public is preferred.
• Years of relevant experience: 2 or more years is preferred.
• Years of experience supervising: None.
• Pre-employment drug screening is required.
• Criminal background and education verification checks are required. 

Knowledge, Skills, and Abilities

• Knowledge of meeting rules of order and protocol
• Knowledge of office equipment and the ability to perform minor equipment maintenance
• Knowledge of business mathematics and business English including spelling and grammar and the ability to proofread
• Knowledge of accounts payable processes, including invoice verification, purchase order matching, payment processing, and vendor communication, with the ability to maintain accuracy and timeliness in financial recordkeeping.
• Skill in problem-solving and maintaining a proactive and diplomatic demeanor in complex, ambiguous situations
• Ability to work with discretion and integrity when accessing or handling sensitive labor relations and management information, including matters related to negotiations, grievances, and personnel decisions, in a manner consistent with the responsibilities and legal obligations of a confidential employee.
• Ability to travel locally to library branches. 
• Ability to use a computer and job-related software or systems applicable to the essential functions of the job, which may include, but not be limited to email/calendar software, internet/intranet browsers, word processing, spreadsheets, database software, and various systems of software used by the Library.

Physical Demands and Working Conditions - Light

• The work environment involves everyday risks or discomforts that require normal safety precautions typical of offices, which includes the need for general safe workplace practices with office equipment and computers, avoidance of trips and falls, and observance of fire regulations.
• Employee may be exposed to hot and cold weather conditions to perform tasks, or warmer or cooler temperatures within Library buildings and property.
• The noise level in the work environment is usually quiet.
• This position is performed in an office setting although off-site meetings in various settings occur.  
• Lifting light objects of up to 25 pounds and carrying them distances of up to 25 feet is required.
• Moving light objects of up to 25 pounds and pushing them distances of up to 25 feet is required.
• May require working irregular hours, including evenings and weekends.
• Some local travel by library vehicle/personal automobile is required. 

Salary: $16.92/hr.
 

Closing Date for External Applicants: Open Until Filled