Administrative Services Associate II

The Lynchburg Public Library is seeking an Administrative Services Associate II to join our library team. As an Administrative Services Associate II, you will provide administrative, operational, and technical support for the library, including accounts payable, accounts receivable, and room scheduling. Actively works to assist in the effective and efficient daily operation of Lynchburg Public Library.

ESSENTIAL DUTIES AND RESPONSIBILITIESinclude the following:

• Greets customers in person and on the telephone in a friendly, professional manner and assists them quickly and effectively;
• Completes a broad range of clerical duties including filing, copying, collating documents, processing vendor invoices and corresponding documentation in a timely and accurate manner;
• Completes administrative assistant duties for the Director and Assistant Director;
• Manages online reservation system for the Library’s Community Meeting Room and posts weekly schedule;
• Prepares correspondence and other written materials for review, using appropriate grammar and spelling and a writing style necessary to effectively communicate;
• Departmental liaison for custodial;
• Reads, interprets and applies policies, procedures, etc.;
• Maintains accurate records using alpha and numeric filing skills;
• Coordinates department work orders and follows up appropriately;
• Utilizes a variety of systems and applications to assist staff;
• Responds to department email inquiries;
• Helps maintain library files accurately and according to City policy and legal requirements;
• Assists with staff appreciation events;
• Monitors office supplies and submits supply orders;
• Coordinates small projects independently beyond individual job area;
• Completes administrative and clerical duties for the Friends of the Lynchburg Public Library;
• Other duties as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES include the following:

• Other duties to provide direct or indirect service to the citizens may be assigned.
• When unusual situations occur and/or the City Manager declares a State of Emergency, all City employees may be required to accept special assignments and perform as needed to ensure appropriate service delivery.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• High school diploma or GED. Completion of 30 credit hours of related college courses (2 years related experience may be substituted).
• Considerable (3-5 years) related experience.
• Proficiency in Outlook, Word, and Excel as well as strong technical skills required.
• Solid interpersonal skills required for working with library patrons, vendors, City employees, and local City organizations.

Other Qualifications

Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in on-on-one and small group situations with customers.

Mathematical Skills
Ability to work add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent, and to draw and interpret bar graphs

Reasoning Ability
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Interpersonal Skills
Tact and cooperation required. Communications involve both facts and opinions, and coordination such as scheduling meetings or repairs either with individual citizens or other city employees.

Computer Skills
Demonstrated ability to operate personal computers using Microsoft Office products, including Word and Excel.

• Must successfully complete IS100 and IS700 National Incident Management (NIMS) training within 90 days of employment. May also be required to complete higher levels of NIMS training as determined appropriate for the position.
• Relevant background checks must be completed and approved.