Part-Time Administrative Assistant

Position Description

The Administrative Assistant will manage the day-to-day operations of the Friends Coffee Shop and shall support and oversee the volunteers who support these activities. This position reports to the Executive Director of the Friends of the Saratoga Springs Public Library and works closely with her/him, as well as the Book Shop Manager, the Coffee Shop Board of Directors Committee, and the Board President, to help support and achieve the goals of the organization, including, but not limited to, those directly related to the Coffee Shop. The incumbent will also assist the organization with a variety of administrative tasks. This job is a part-time position (~20 hrs/wk) with the majority of work hours to be during the open times of the Coffee Shop (Monday - Friday, 10 am - 3pm). There is room for flexibility and remote work.

Position Responsibilities

• Manage daily coffee shop activities, including, but not limited to: volunteer oversight, scheduling and training; overseeing sales & inventory; and coordination of special events/sales.
• Understand the point-of-sale system and related processes.
• Maintain accurate and timely financial recordkeeping. Oversee daily revenues and sales reconciliation and petty cash management.
• Manage the day to day finances for both the Coffee Shop and Book Shop; to include, but not limited to, bank deposits, reporting, and budgeting.
• Act as a representative of the Coffee Shop and the Friends of the Saratoga Springs Public Library to the general public, Friends members, and library staff and patrons.
• Provide regular reports and updates to the Executive Director and Board of Directors, as requested.
• General Friends Administrative Duties including but not limited to; ordering supplies, running data reports, database management and data entry, event coordination, light graphic design and creation of marketing materials, and social media assistance
• All other duties as assigned.

Qualifications and Requirements

• High School diploma and experience in retail/restaurant sales, volunteer coordination, and financial management.
• Demonstrated experience in recruiting, training, and managing employees or volunteers
• Highly organized with excellent interpersonal and partnership-building skills.
• Proficiency in Google docs, sheets, drive, etc.,
• Some working knowledge of point-of-sales system management and database management.
• Ability to lift 25 pounds.

Please email cover letter, resume, and 3 references to executivedirector@fsspl.org. No phone calls please.

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Organization Background

Since 1976, the Friends of the Saratoga Springs Public Library have promoted and supported the goals of the library. We have sponsored and initiated programs and provided gifts through membership fees and fundraising for the past thirty-five years. Advocacy has been crucial throughout the Friends’ history. Early on we were an articulate voice at School Board budget meetings and, in the late eighties, we provided much of the energy and leadership crucial to the passing of the bond issue that made the current library possible. After the new library was completed, The Friends Book Shop was founded to provide money for library enhancements and programs and to provide inexpensive reading material for the community along with a convenient way to recycle used books. Over the past fifteen years, the Friends have also looked for ways to highlight the contributions of the library staff, volunteers, and community members who have demonstrated distinguished service. We recognize these individuals through the Marie Madden and the H. Durham Hunt awards given at our annual meeting. Each December we also host a holiday party for the library staff and volunteers. Underlying all the activities and efforts of the Friends is the belief that a vital library is a great community asset.

The mission of the Friends is to support the programs, staff, and facilities of the public library. We are a not-for-profit community organization dedicated to providing funds and volunteer services that the library itself may be unable to provide.

The Friends of the Library organization:

• Initiates and produces events to benefit the library, its patrons, local authors and the broader community of Saratoga Springs
• Organizes special fundraising events to support community activities and to encourage library use
• Works closely with the library staff and governing board to ensure that all activities are consistent with, and complementary to, the daily operation of the library
• Provides the flexibility of a privately funded organization for the benefit of the publicly funded library

For more information about the Friends of the Saratoga Springs Public Library, please visit us online at friends.sspl.org.

Job Type: Part-time

Pay: $16.00 per hour

Expected hours: 16 – 22 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 4 hour shift
• Choose your own hours
• Evening shift
• Holidays
• Monday to Friday
• Night shift
• Weekends as needed

Ability to Relocate:

• Saratoga Springs, NY 12866: Relocate before starting work (Required)

Work Location: In person

Salary : $16