Library Administrative Assistant

Organizes and coordinates Midland County Public Libraries and the Law Library administration and procedures, to ensure organizational effectiveness, efficiency, and safety. Responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. Provides administrative support to Administration Team as needed, provides general office support with a variety of clerical activities and related tasks.includes the following.

Other duties may be assigned.

• Works collaboratively and demonstrates a high level of professionalism and confidentiality to effectively interact with senior staff, external constituents, and all levels in the organization.
• Supports staff by providing information, educational opportunities, and experiential growth opportunities. Updates administrative systems to make them more efficient.
• Performs analytic and query work, as well as compiles reports based on data. Creates and maintains files and databases to enhance efficiency and productivity. Completes and audits monthly reports and records for discrepancies and reconcile issues as appropriate.
• Liaises between the Library Director’s office and customers, vendors, internal groups/managers and is the primary point of contact for internal and external constituencies.
  
  Communicates with persons outside of the organization and represents the organization in a professional manner to the public and external sources.
• Reconciles and generates financial reports for grant reports and assists in database entry and monthly/quarterly reconciliations. Reports financials to County Auditor.
• Maintains organized records of financial documents with aid of shared drives, databases, and filing systems for efficient retrieval and reporting to foundation and granting agencies.
• Monitors and appropriates revenue funds, such as donations, grants, and operating revenue.
• Coordinates and transmits all related accounts payable for grant and foundation funded projects including but not limited to purchase orders, travel arrangements and reimbursement, award payments honoraria, individual payment forms, and contractual service forms.
• Creates requisitions, purchase orders, and reports. Monitors expenditures and budgets. Maintains and updates financial records for document retention; prepares financial reports for monitoring each department’s expenditures and budget balances. Maintains archival accounting files and personnel records.
• Supervises and approves office supply orders for all locations. Chooses standard office supplies and negotiate pricing with suppliers to drive towards annual cost savings goals.
• Assists with budget process, establishes accounting numbers, and obtains quotes. Collects and organizes financial data for projection and preparation of the public library budget and the law library budget.
• Monitors all library staff attendance reporting; prepares and submits personnel action forms to County Treasurer’s Office, as needed.
• Monitors housekeeping/maintenance services; identifies and reports facilities and information technology problems to the proper personnel.
• Compiles and maintains reports and spreadsheets of library activities for library annual report.
• Monitors and submits library agenda items for Commissioners’ Court needs in a timely manner.
• Participates in the development of operating policies and procedures, and in the near-term and long-range planning of library services, through the collection, organization, analysis, and interpretation of data and information.
• Collects and composes information needed for reporting, projects, memorandums, and other correspondences. Documents information, take minutes at meetings, create agendas, notices, and…