Library Administrative Assistant
The work requires a thorough knowledge of office operations, library administration, and financial processes. The Administrative Assistant interacts with staff, patrons, and external partners while ensuring the safeguarding of confidential information. Work is performed in a general office environment with occasional evening or Saturday assignments.
Key Responsibilities:
- Maintaining official Library records, including minutes, agendas, budgets, personnel records, and statistical reports.
- Preparing correspondence, forms, memos, and other departmental documents.
- Providing customer service by answering phones, assisting patrons, processing payments, and scheduling meetings.
- Coordinating financial processes, including invoice processing, budget preparation, bank reconciliations, credit card purchases, deposits, sales tax reporting, and grant funding applications (e.g., E-Rate).
- Managing departmental office supplies and equipment needs.
- Processing payroll status changes, workers compensation forms, and part-time hiring documentation.
- Acting as a public notary within six months of hire.
- Interacting with other City departments, external vendors, and the public to exchange information and resolve inquiries.
- Performing all duties in compliance with City policies, safety guidelines, and confidentiality requirements.
Qualifications:
- High school diploma or GED equivalent (required).
- Experience in an office environment; experience in accounting, business administration, or libraries preferred.
- Knowledge of modern office procedures, filing systems, bookkeeping, accounting software, and Microsoft Office applications (particularly Excel).
- Strong communication, organizational, and customer service skills.
- Ability to maintain confidentiality, manage multiple priorities, and work effectively under deadlines.
- Obtain Public Notary certification within six months of hire. The City will cover the cost for the application fee, surety bond, notary supplies, and renewal fees. Please note that felony convictions involving fraud, dishonesty, or deceit may prevent certification.