Administrative Assistant I Job Rockford area,Illinois USA,Administrative/Clerical

Administrative Assistant I

Provide advanced clerical support to the Library Director and general library operations support including creating blanket purchase orders, requisitions, purchase orders, and notifying Director of needed fund transfers. Assist program staff and student workers with providing basic circulation desk functions and general library information.

Essential duties and responsibilities include the following. Additional related duties may be assigned.

Demonstrate sound judgement, reasoning skills, timeliness, confidentiality, and discretion in all written and oral communications with all staff and library users while handling both frequent and non-routine office and library circulation desk tasks.

Independently model excellent customer service with internal and external customers through all methods of contact.

Use independent judgement and minimal supervision to lead or direct all office support functions.

Read and route incoming mail, prepare outgoing mail, email, and faxes.

Coordinate schedules, make appointments, reserve facilities, and assist with travel arrangements for the Director and other support staff.

Resolve inquiries, troubleshoot problems, refer to appropriate departments, and provide information and resources as appropriate.

Maintain current knowledge of college and library resources staff and general operations.

Independently prepare and/or revise correspondence, reports, and department forms and documents within the position functions as necessary.

Prepare and/or process various forms, including pay processing forms, requisitions, Blanket Purchase Orders (BPOs), travel documents, reimbursement documents and purchasing card (P-Card) reports

File completed documents, and purge files as appropriate, in accordance with statutory governmental regulations and College guidelines.

Coordinate, arrange, and attend meetings as needed, prepare agendas, reserve and prepare facilities, and record notes/minutes of meetings.

Order and maintain office and departmental supplies and arrange for equipment maintenance.

Regular attendance is required and expected.

Schedule is flexible to allow for working 9:00 am - 6:00 p.m. at least one day during the M - F work week.

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, skills, and/or abilities required. Reasonable accommodations may be made to enable Individuals with disabilities to perform the essential functions.

Minimum Qualifications

Associate's degree or higher; or equivalent combination of education and experience.
Experience with automated library circulation functions within an academic or public library environment, preferred.
Experience with Windows applications and database entry.

Required Attributes

Ability to read and interpret legal guidance, policies, and procedures.
Ability to write routine reports and correspondence.
Ability to effectively present information to library users.
Ability to address and effectively resolve problems and complex situations using tact and good judgment.
Ability to learn and use the library and College's software systems including Ellucian, Teams, and Alma.
Excellent verbal communication skills.

Work Environment

While performing the duties of this job, the employee regularly works in an office setting. Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this Job:
While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. The employee Is frequently required to stand, talk, and hear.