Administrative Assistant

About us

The Adams County Library System (ACLS) is a nonprofit organization providing library service to the residents of Adams County. The mission of the ACLS is to open gateways for exploration by connecting people to opportunities that enrich their lives through the core values of stewardship, excellence and trustworthiness.

The ACLS includes 6 locations, Gettysburg, East Berlin, Carroll Valley, Biglerville, Littlestown and New Oxford. This position is located in the Administration Office located in the Gettysburg branch. The Gettysburg facility serves as both the largest circulating branch and ACLS headquarters and is responsible for providing all support services to the branches.

Job Title: Administrative Assistant

General Summary:

Provides vital administrative support for the Administrative Team of the Adams County Library System through customer service, general clerical support, finance support, database management, and special event support. Some weekend and evening hours may be required.

Work is performed in keeping with the objectives, policies and established procedures of the Adams County Library System.

Essential Duties and Responsibilities:

• Promotes and maintains high standard of public relations.
• Enforces Adams County Library System policy and procedures.

Administrative Support for Finance Director:
● Reviews, creates and approves invoices for payment using SPARK integrated library system.

● Counts weekly money bags from all branches, prepares and makes all bank deposits.

● Prepares checks for mailings to vendors.

● Maintains finance files.

● Serves as a liaison between the Finance and Development departments to ensure timely and accurate accounting of contributions.

● Assist the Friends of the Library as needed.

● Oversee the cash box and provide change for staff.

● Other tasks as assigned.

Administrative support For Development Director:

● Primary point person for updating, adding and maintaining donor and prospect records in the Donor Perfect database.

● Utilize all aspects of Donor Perfect to create reports and manage donations.

● Create donor recognition letters and envelopes for every donation received.

● Event Manager for all Development Events.

● Use Canva to create materials for events and other necessary items for development.

● Required to contact organizations and businesses to solicit sponsors, donations and other items for events.

● Point of Contact for the Development office phone calls and emails.

● Responsible for taking payments over the phone and receives every donation that is mailed, made in person and online.

● Must be able to Mail Merge.

● Create and utilize spreadsheets for development.

● Attend Events and provide staff assistance as needed.

● Other tasks as assigned.

Administrative Support for Administrative Staff (Executive Director, Assistant Executive Director, Executive Assistant., Computer Systems Director):

• Assists the Administrative Staff with first line telephone customer service.
• Assists visitors to the Administration Office.
• Researches various information via telephone, email, internet, etc.
• Assists the Administrative Staff with specific office tasks and ordering of supplies.
• Responsible for all incoming and outgoing mail.
• Coordinates the scheduling of the library’s meeting room spaces.
• Other tasks as assigned.

Required Knowledge, Skills, and Abilities:

• Ability to learn Adams County Library System policies, practices, goals and objectives.
• Must possess and demonstrate attention to details and excellent customer service, communication and organizational skills.
• Proficiency in utilizing computer applications including Microsoft Office Suite and Google Docs (word processing, desktop publishing, and spread sheets). Canva, Excel, Constant Contact.
• Ability to handle many projects simultaneously and show flexibility in task assignments.
• Ability to prioritize assignments to accomplish tasks within a deadline.

Education and Experience:

• High school diploma required; college degree preferred.
• Experience working in an office with public contact required.
• Must have computer ability to adequately utilize Integrated Library System, Microsoft Office applications and electronic information sources.
• Bilingual/Spanish a plus.

To see full job description go to: www.adamslibrary.org/about/employment

Please send your cover letter and resume to: hr@adamslibrary.org by March 18, 2024 for further consideration.

Job Type: Full-time

Pay: $14.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Gettysburg, PA 17325: Relocate before starting work (Required)

Work Location: In person

Salary : $13