Library Administrative Assistant

Job Overview
We are seeking a dedicated and detail-oriented Administrative Assistant to join our team. The ideal candidate will possess strong organizational skills and have experience in office/account management and Human Resources. As an Administrative Assistant you will work closely with the library Director, Assistant Director, Board of Trustees, accountants and auditors. You will also work with contractors, vendors, and state and local organizations.

Duties

• Maintains the financial, personnel, and other records of the organization
• Prepares financial materials for transmission to data processing
• Takes payroll paperwork to accountants twice each month
• Maintains and prepares all documents for annual audit
• Makes daily bank deposits
• Responsible for office supplies inventory, restocking, and managing account budgets
• Arranges appointments and meeting schedules, including registering staff to attend conferences
• Maintains employee leave records and time cards
• Updates human resources information
• Assists with maintaining and updating the staff handbook and other personnel policy documents
• Troubleshoots and trains others on the use of various office equipment
• Communicates directly with vendors/contractors (cleaning, maintenance and repair) to arrange for service as needed
• Routinely meets with vendors/contractors and maintains records of building maintenance requirements
• Oversees Custodian and their duties
• Delivers supplies to Hurlock Branch as needed
• May assist with Circulation duties (shelving, checking in totes, assisting patrons) during times when the library is short staffed

Required Knowledge, Skills, and Abilities:

• Thorough knowledge of and experience with established office management and secretarial practices, policies and procedures
• Knowledge of accounting and personnel procedures
• Effective written and verbal communication skills; excellent interpersonal skills; ability to work courteously, effectively, confidentially and tactfully with patrons, Trustees, state and city representatives, State Library Resource Agency, outside organizations and groups, contractors, staff, and volunteers especially in relation to matters of major policy or managerial concern
• Familiarity with general Human Resources policies and procedures including knowledge of generally accepted personnel rules and hiring processes
• Ability to operate relevant computer systems including hardware and software, such as MS Word and Excel, Outlook, Quickbooks, internet navigation, and standard office equipment
• Ability to prepare, process, and proofread a variety of correspondence, reports, memorandum, etc., as directed
• Valid driver’s license and record as a safe driver
• Must have own transportation. Mileage will be reimbursed per Employee Handbook policies.
• The ability to reach, bend, lift and carry library materials weighing up to 25 lbs.

Educational requirements:

• Minimum: Graduation from high school or possesses graduate equivalency degree
• Preferred: Some college

Schedule/Hours: Full time 35 hours per week, 8am-4pm, Monday - Friday. The employee will travel to Hurlock, MD and Preston, MD at least 2 times per month. Additionally, the employee may be asked to attend meetings or training opportunities throughout the state.

Job Type: Full-time

Pay: $34,000.00 - $36,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $34,000 - $36,000