Administrative Assistant II, Library

Administrative Assistant II, Library

The Library Administrative Assistant II is responsible for providing a full range of administrative support for the Eugene

D. McMahon Library department, including coordinating the purchase of library materials and supplies, processing requisitions and invoice payments, and communicating with vendors. Plays an essential role by tracking expenditures, preparing regular reports, and assisting with various project-based work. This position requires outstanding organization, planning, and communication skills, superior accuracy, and the ability to exercise sound judgment and discretion. The incumbent must be a self-directed, service-oriented professional.

Job duties of the Administrative Assistant II include, but are not limited to:

• Develops office procedures and performs administrative tasks involving payroll, subscription renewals, timekeeping, budgeting, accounting, and personnel
• Keeps financial records, ledgers, and accounts, including requisitions, invoices, and purchase orders
• Uses the Banner system and University and state requisitioning and purchasing procedures
• Monitors balances and expenditures for the library in cooperation with the Business Office
• Reconciles all department accounts and manages operational budgets for the department
• Creates reports pertaining to status of library budget
• Prepares preliminary budget estimates and assists with regular reports and annual operating budget justification
• Enters information about newly-acquired library materials into computer software and/or databases
• Orders and maintains inventory of all office supplies
• Represents the library to other campus department personnel and to external organizations and vendors
• Handles travel reimbursements and assists with travel arrangements for departmental staff
• Assists with incoming and outgoing mail
• Assists in the collection and maintenance of library-related statistical information
• Helps answer patron questions
• Maintains library employee contact lists
• Initiates facilities work orders and follows them to completion
• Substitutes for other staff members as needed

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. Other duties may be assigned.

The Administrative Assistant II reports to the Director of Library Services.

Minimum qualifications include:

• Graduate of a standard high school or equivalent.
• Three years administrative and/or secretarial experience; related post-secondary courses from an accredited institution may be substituted for experience.
• A strong background in bookkeeping and managing accounts is necessary.
• Proficiency in Microsoft Office software.
• Thorough knowledge of spelling, punctuation, and grammar.
• Ability to work independently under minimal supervision as well as the ability to use good judgment in making job-related decisions.
• Experience with records management.
• Excellent interpersonal and communication skills.
• Ability to work with others toward fulfillment of library's mission and goals.

Preferred qualifications include:

• Accounting experience in an employment setting.
• Associate's Degree or Vo-Tech certification, or college-level course work in data processing or management information systems and/or related experience with other federal or state programs.
• Demonstrated ability to independently learn new programs and software and handle multiple tasks.
• Experience with Banner.
• Knowledge of university and state requisitioning and purchasing procedures.

Attachments should include a cover letter indicating experience applicable to position, resume, transcripts (unofficial are acceptable at this point), names, addresses, and telephone numbers of three professional references.

Physical requirements include:

• Ability to lift objects under 15 pounds including using the upper body to raise objects from a lower position to a higher position; ability to reach including extending the arm and hand; ability to stand for short or extended periods of time; ability to engage in repetitive motions including finger dexterity; ability to speak, hear and see. Ability to crouch, climb and walk stairs.

Salary range: $25,500

Institution:
Camer…