Office Assistant

CITY OF MARION
MARION CARNEGIE LIBRARY
Job Description

I. TITLE: Office Assistant

II. PAY CLASSIFICATION: Non Exempt

III. REPORTS TO: Library Director

IV. NATURE OF WORK:

· The position of Office Assistant (OA) for the library is a non-union position for the City of Marion. The OA shall be hired by the Director, with the permission of the Board and consent of the City Council. S/he shall receive compensation and benefits as the Mayor and the City Council shall fix from time to time.

V. ESSENTIAL JOB DUTIES

The OA will:

· Be responsible for all office support and assisting the director with monthly board meeting preparation and other special projects.

· Proofread documents and provide a wide range of clerical support for the Director.

· Be responsible for providing excellent customer service at any of the circulation desks as needed and as assigned by the Adult Services Coordinator who maintains the schedule.

· Be familiar with all circulation desk procedures and policies.

· Be the primary contact person for meeting room reservations.

· Exhibit proficiency with Google Workspace products, Microsoft Office products, and must be comfortable learning new technology.

· Comply with the Illinois Open Meetings Act by posting all library board meeting agendas and minutes as required by law.

· Count and balance the cash boxes for each department every morning.

· Maintain employee attendance records on paper and electronically, in the EWS portal.

· Deliver and retrieve items from the U.S.P.S. and Marion City Hall as needed. The OA will be authorized by the Director to sign for and pick up checks and financial documents from the Treasurer’s Office.

· Work closely with the Director and the Head of Maintenance regarding indoor and outdoor appearance of the facility.

· Schedule temporary help to clean and maintain the building and grounds when the Head of Maintenance is out of the office for an extended period (normally three or more consecutive days). This also entails training and supervising temporary staff and reporting their hours to the temporary staffing agency for payment.

· Be in charge of running LLSAP reports to track and recover library materials.

· Work closely with the Business Services Coordinator and the Director to maintain library records in accordance with the records retention and disposal schedule issued by the Illinois State Archives.

· Maintain inventory and serve as the general manager of Carnegie Commons (library coffee bar).

· Serve as the primary contact for vending services (currently Pepsi MidAmerica) by reporting mechanical or supply issues to the vendor and seeing that matters are resolved in a timely manner.

· Serve as liaison with the City of Marion IT staff by creating help desk tickets to report technical issues needing attention.

VI. TYPICAL DUTIES:

· Typically work an eight-hour shift including one weekend per month and occasional evenings.

· Supervise Library Assistants and Shelvers and ensure all library policies and procedures are followed when in the position of senior supervisor on duty.

· Daily operation of office equipment such as: personal computer and peripherals, photocopier, fax machine, telephone, microfilm reader/printer, E-readers

· Assist at circulation desks.

· All other related duties assigned by the Library Director and/or the City.

VII. QUALIFICATIONS:

· Must have a high school diploma or GED. Some general college or liberal arts courses are desirable.

· Must have at least three years office experience.

· Must have strong working knowledge of computer operations, including word processing and spreadsheets.

· Must have: the ability to work well with others, excellent organizational skills, good analytical and problem solving skills, goals and a drive to achieve them, good time-management skills.

· Dependability and ability to work assigned hours as scheduled is required.

· Must be able to effectively communicate with others.

· Must be able to successfully complete all pre-employment requirements such as: background investigation, drug/alcohol screening and residency requirements. Must live within 20 miles of Marion City Hall.

Job Type: Full-time

Pay: From $17.00 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift

Work Location: In person

Salary : $17