Administrative Assistant

Job Title: Administrative Assistant

Reports To: Executive Director

Department: Administration

Travel Required: No

Location: Main Library

Position Type: Full-Time

Classification: Non-Exempt

Certification

Required:

No

Under the direction of the Executive Director, the Administrative Assistant is responsible for performing financial/accounting tasks for the library, providing direct assistance to the Executive Director and Assistant Director, and working collaboratively with other departments and external agencies as needed.

• Assist the Executive Director and Assistant Director with projects, reports, or other tasks as assigned.
• Assist in the development and implementation of accounting policies and procedures.
• Prepare financial reports/documents for Library Board meetings.
• Analyze, interpret, and communicate financial operating results to provide information and guidance to the Library Board, Executive Director, and internal Library Departments.
• Coordinate the yearly financial audit.
• Participate in the preparation of the annual budget.
• Ensure compliance with the Department of Local Government.
• Prepare monthly, quarterly, and annual financial reports for the library board and other entities as needed.
• Handle official advertising of financial records per KRS.
• Compile and sort documents such as invoices and checks.
• Prepare vouchers, invoices, checks, account statements, reports, and other records and review them for accuracy.
• Prepare monthly checks for signature and mail out payments.
• Reconcile bank statements.
• Make deposits and transfer funds as necessary.
• Maintain all official accounting records.
• Maintain compliance with federal, state, and local accounting and financial laws and regulations.
• Approve purchases and ensure proper funds are available for purchases.
• Process retirement payments.
• Provide notary services.
• Manage meeting room reservations.
• Attend staff meetings and seminars as needed.
• Work public library desks as needed.
• Assist with programs as needed.
• Other duties as assigned.

Must work 37.5 hours a week. Additional hours may be required. On-site attendance and some evenings and weekends are required.

• Bachelor's degree in accounting or an equivalent combination of education, certification, training, and/or experience which provides the required knowledge, skills, and abilities.
• 3 years of work experience in bookkeeping for a similarly sized organization.
• Strong organizational and problem-solving skills.
• Math and accounting skills.
• Experience with Quick Books preferred.

• Ability to prepare and manage budgets.
• Ability to exercise initiative, leadership, independent judgment, and maintain professionalism in uncomfortable situations.
• Ability to organize, plan, set priorities, manage, use time effectively, and meet deadlines while working with frequent interruptions.
• Ability to do basic math for routine calculations.
• Keeps abreast of and understands emerging technologies, current trends, and best practices for accounting.
• Ability to adapt, remain flexible, and flourish in a changing environment while maintaining a positive attitude.
• Ability to be tactful and respect confidentiality.
• Ability to communicate effectively with others, orally and in writing, including through email.
• Ability to establish and maintain effective and positive working relationships with co-workers, patrons, user groups, community organizations, volunteer groups of varying personalities, cultures, and ages, and to serve the public courteously in a variety of situations.
• Commitment to the full implementation of the philosophical principles of public library service as outlined in the ALA Freedom to Read Statement and professional literature.
• Possess strong analytical, time…