Administrative Assistant - Library

This position performs a wide variety of responsible administrative, financial, clerical, and operational support duties in support of the Oshkosh Public Library. The incumbent serves as a key liaison between the library and various City of Oshkosh departments, especially Finance and Purchasing, assisting with financial transactions, payroll review, purchasing, board administration, records, facility-related coordination, and general office operations. Work requires considerable attention to detail, discretion, independent judgment, and knowledge and understanding of municipal administrative procedures.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive; other duties may be required and assigned.

• Board and Governance Support:
  Coordinates preparation and distribution of Library Board meeting agendas, packets, reports, and supporting documentation.
  
  Assists with meeting logistics and attends Library Board meetings as assigned. Records, prepares, and distributes meeting minutes and official board correspondence. Completes follow-up administrative actions resulting from Board decisions. Maintains Board records and files in accordance with applicable retention requirements. Posts meeting notices and agendas as required by law and policy.
• Financial Administration:
  
  Reviews payroll reports for accuracy and identifies discrepancies for correction. Processes accounts payable transactions and enters invoices into financial management systems. Codes expenditures to appropriate budget accounts and project codes. Maintains records related to endowment expenditures and other designated funds. Prepares deposits and supporting documentation for submission to City Finance. Reconciles petty cash, credit card transactions, and related financial records. Processes patron refunds and reimbursement requests.
  
  Tracks donations and prepares. Assists with financial reporting and acknowledgment correspondence recordkeeping activities.
• Purchasing and Inventory Support:
  
  Coordinates purchasing activities and supply orders for library departments. Receives, distributes, and tracks supplies and materials. Assists staff with procurement procedures and purchasing card documentation. Maintains related purchasing records and files.
• Personnel and Human Resources Support:
  Assists with onboarding activities for new employees, including preparation of forms, files, keys, and related materials. Coordinates administrative aspects of employee separations. Assists with employment posting and recruitment-related administrative activities. Creates, maintains, and updates administrative procedures and forms.
• Records Management:
  Maintains administrative, financial, and operational records. Creates and organizes annual filing systems. Conducts records retention and disposition activities in accordance with applicable policies and schedules. Ensures accuracy and confidentiality of records.
• Library Operational Support:
  Serves as an administrative resource for staff, City departments, vendors, and members of the public. Coordinates meeting room reservation administration and responds to related inquiries. Assists with operational support for special projects, programs, and library initiatives. Troubleshoots and coordinates resolution of administrative equipment and vendor service issues. Retrieves and distributes mail and official correspondence. Coordinates routine service requests with maintenance and other support providers.
• Other Duties:
  Perform other duties as assigned by supervisor.

Education and Experience

• Associate’s degree in Business Administration, Office Administration, Accounting, Public Administration, Finance, or a related field
• Three (3) or more years of progressively responsible administrative support experience.

• Knowledge of modern office administration practices and procedures.
• Knowledge of financial record keeping and accounting support practices.
• Knowledge of records management and document retention procedures.
• Skill in business English, spelling, punctuation and grammar.
• B…