LIBRARY ADMINISTRATIVE ASSISTANT

Rawlins Library Administrative Assistant

The City of Pierre seeks a passionate individual to join our team in making Pierre one of the best places to live, work, and visit. This position is responsible for providing administrative support for the operations of the Library. Coordinates overdue materials processes and library acquisitions; selects library materials; coordinates with vendors; returns items to vendors as appropriate; manages and updates vendor accounts; prepares invoices; tracks spending and monitors acquisitions budget to ensure compliance; prepares year-end report. Provides circulation services to patrons; checks materials in and out; establishes new patron accounts; collects fines and fees. Assists patrons with the use of public access computers. Tracks library spending; prepares deposits; writes checks as needed; transfers funds; prepares monthly and annual reports. Prepares library newsletter.

Administrative Assistant

Library

JOB SUMMARY

This position is responsible for providing administrative support for the operations of the Library.

MAJOR DUTIES

• Coordinates overdue materials processes and library acquisitions; selects library materials; coordinates with vendors; returns items to vendors as appropriate; manages and updates vendor accounts; prepares invoices; tracks spending and monitors acquisitions budget to ensure compliance; prepares year-end report.

• Provides circulation services to patrons; checks materials in and out; establishes new patron accounts; collects fines and fees.

• Assists patrons with the use of public access computers.

• Oversees library bank accounts; prepares deposits; writes checks as needed; transfers funds; prepares monthly and annual reports.

• Prepares library newsletter.

• Rotates new book selections; straightens, organizes, and cleans shelves.

• Tracks library spending.

• Attendance is an essential function of this position.

• Performs related duties.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of city and department policies and procedures.

• Knowledge of computers and job-related software programs.

• Knowledge of budget and bank account management principles.

• Knowledge of library acquisitions policies and procedures.

• Knowledge of records management principles.

• Knowledge of cash handling rules and regulations.

• Knowledge of customer service principles.

• Skill in prioritizing and organizing work.

• Skill in the provision of customer services.

• Skill in the maintenance of files and records.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Library Director assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and library policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide administrative support for library operations. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

• Contacts are typically with co-workers, other city employees, vendors, bank personnel, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching, or stooping. The employee frequently lifts light objects.

• The work is performed in a library.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with the completion of an associate's or technical degree in a course of study related to the occupational field.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.