Administrative Assistant

Description

Schedule

Regular weekly schedule of noon to 5pm Monday through Friday is required. Flexibility to change schedule a few times a year for specific events is also needed.

Expertise

The Administrative Assistant is responsible for supporting the day-to-day operations of the library’s administrative office and assists with the library’s volunteer engagement program. Responsible for providing excellent customer service and assistance for all administrative office areas and provides general clerical support for the library units and staff.

Essential Functions, Responsibilities, Knowledge and Skills

• I provide support for the Library Administrative Office areas such as the Administrative and Volunteer Engagement Coordinator, Marketing and Communications, Human Resources, and Finance, as assigned. I maintain information confidentiality.
• I receive Library visitors and staff to the Administrative office; give logistical directions, provide general information and services, redirect/escalate as appropriate. I answer telephones, respond to volunteer inquiries and admit delivery personnel to the building.
• I serve as a resource for answering general procedural and functional questions related to the Administrative Office and maintain a general knowledge of the day’s planned events.
• I provide direct support for the Library’s volunteer management system including data entry, tracking data and information related to the activities and operations of the Administrative units.
• I provide direct support for the Library’s volunteer management system including data entry, tracking volunteer training/requirements, assistance with orientations, recognition/thank you activities, and other volunteer engagement activities and communications. I am an active member of the Volunteer Advisory Committee and am responsible for taking meeting minutes.
• I serve as the Library's meeting room and public spaces scheduler and approver. I provide tours and instructions to users of the Library's public spaces, maintain inventory of equipment, and provide general oversight of space reservations. I elevate questions or concerns to my supervisor.
• I provide support for cash counts and associated reports for the Finance unit.
• I print and post a weekly calendar of events and meeting room schedules. I post and remove monthly board meeting agendas.
• I assist with special events, programs, meetings, etc. for the Administrative unit. I make certain that all practical steps required to ensure a successful meeting/program are undertaken and that appropriate records are maintained accordingly.
• I serve as back up in preparation for Board of Trustees meetings, including assisting in preparing and distributing agenda and materials. I may occasionally attend board meetings and serve as note taker; create drafts of meeting minutes and submit them for Director review.
• I conduct daily opening routines for the Administrative Office; ensure supply of office materials (paper for copier/printers, staples, toner and ink cartridges, etc.) are filled daily and stocked in appropriate areas. I keep the office machines in working order and contact Information Technology (IT) for repair requests.
• I order and maintain appropriate levels of office supplies for all Library units; I consistently monitor inventory levels, initiate and coordinate supply orders, and reconcile associated receipts. I maintain organization of supplies and rotation/discard of dated invoice files.
• I process and prepare Library mail, distribute incoming mail to units and individual in-house mailboxes, and prepare outgoing bulk mailings. I keep the mailing workspace organized and materials supplied. I conduct mail delivery to the post office as assigned.
• I assist with responding to patron…