Administrative Assistant

Supports the Management Team and Administration staff in the business and financial operations of the Library by performing a variety of administrative duties including invoicing, bookkeeping, financial statements, and record retention. The schedule is typically Monday through Friday from 9:00AM to 5:00PM, with one evening shift scheduled on the third Wednesday of every month to attend the Library Board of Trustees meeting.

Full-time employees are enrolled in an IMRF pension plan; eligible to enroll in benefits including health insurance (80% CSPL funded), dental (employee-only coverage paid for 100% by CSPL), and vision insurance; an optional retirement investment fund (pre‑tax and Roth options), and flexible spending accounts. Full-time employees receive life insurance coverage of $30,000 and have an option to also enroll in supplemental life insurance.

Paid time off accruals for full‑time employees include 7 paid holidays, 3 Personal days, 2 Floating Holidays, 3 weeks of accrued Vacation, and 12 days of annually accrued Sick time.

• Reconciles cash receipts, maintains cash banks at established levels, prepares and makes regular deposits, and maintains records for supporting documentation for monthly financial reports and Board of Trustees meetings
• Reconciles credit card statements and purchases made by Library staff
• Processes invoices, generates accounts payable checks, and records paid invoices for collection materials in the ILS
• Maintains vendor and administrative files; maintains and updates IDES contractor list; supports fiscal and calendar year end processes (such as audit fieldwork, 1099 preparation, etc.)
• Provides support to Administration during the hiring and onboarding process
• Assists Administration in the coordination of events such as staff in‑service days, appreciation dinners, and other employee wellness initiatives; chairs the Staff Social Committee
• Sorts and distributes mail
• Monitors and purchases office and café supplies; coordinates property disposal
• Interacts with vendors to answer questions and resolve account and billing discrepancies
• Maintains vestibule slat wall for community publicity
• Coordinates maintenance issues related to postage meter, vending machines, printers, and coin operation machine
• Assists in creating and updating documentation of Business Office processes and procedures
• Assists with the creation of the monthly board packet; attends Library Board meetings and records minutes
• Processes donation requests, honor books, staff anniversary gifts, etc.
• Performs other duties and projects as assigned

Associates Degree or equivalent

• Two years general office experience required
• Two years bookkeeping experience preferred
• Experience working in a Library setting preferred

• Knowledge of Quick Books accounting software and basic bookkeeping functions
• Knowledge of sorting/filing techniques and record retention policies and schedules to maintain accurate records
• Knowledge of administrative and clerical procedures and systems
• Strong numeric and cash handling ability including the skill to perform mathematical functions with a high degree of accuracy
• Ability to establish priorities and maintain accuracy and attention to detail when completing multiple assignments with daily interruptions
• Ability to perform duties with discretion and to treat all information, personnel details and library communications obtained with confidentiality and professional composure
• Works collaboratively as a member of a team and independently with minimal direction
• Strong verbal, written and electronic communication skills
• Proficient in using Microsoft Office, productivity software and operating in a PC, web‑based environment while adapting and learning changing software and technology with minimal instruction
• Applies basic problem‑solving to a variety of situations

• Ability to lift and carry up to 20 pounds on occasion
• The work environment is an office‑like setting with a moderate noise level

Carol Stream Public Library, DuPage County

Monday to Friday 9:00AM - 5:00PM
One evening shift on the third Wednesday of every month to attend the Board of Trustees meeting.

$22.0 - $25.00 per hour, dependent on qualifications