Business Office Administrative Assistant - 25 Hours/Week

The McHenry Public Library District seeks a meticulous, adaptable, and team-minded professional to join our Administrative Team. The candidate for this position will provide direct administrative support to our Executive Director and Admin Department, as assigned.

Schedule:

Flexible day shift hours Monday-Friday, one Tuesday evening per month to attend Board meetings, and occasional evening/weekend hours during special events.

Salary and benefits:

• The salary range for this position is approx. $20.00-$24.25/hour.
• Includes IMRF (Pension Plan) and PTO benefits.

Summary:

Responsible for providing support as needed and requested by the Executive Director and Administrative office.

Essential Duties and Responsibilities include the following:

Administrative

• Assists with projects, policies, and administrative needs for the Executive Director and Administrative Office.
• Prepare Executive Director and Library Board correspondence and reports, schedule appointments, etc. as directed.
• Attends a variety of office administrative details including but not limited to receiving and distributing incoming mail, preparing materials for mailing, filing, serving as a Notary Public, etc.
• Responsible for scanning and digitizing files, as needed.
• Attends monthly meetings of the Board of Library Trustees, acts as Secretary to the board in preparing and retaining various records/minutes & other reports/agendas for the Board accurately and with minimal edit/corrections.
• Assists with compilation of Board packet materials.
• Organizes and maintains Library records in accordance with the 50 ILCS 205/1, the Illinois Local Records Act.
• Maintains Library supplies, prepares supply orders, and processes deliveries.
• Ability to utilize discretion in dealing with others and to treat all information, personnel information and library communications obtained, in a confidential manner.
• Effectively performs a variety of miscellaneous duties as assigned.
• Consistently demonstrates flexibility & adaptability.
• Supports the HR Generalist with payroll and benefits administration as needed.

Financial

• Prepares A/P and A/R for library accountants such as; checks and verifies invoices, prepares vouchers for payment of invoices, and organizes and compiles all invoices, records of deposits, reimbursements, payroll, petty cash, etc.
• Coordinates, prepares, records, and reconciles daily cash receipts, counting change & prepares weekly bank deposit.
• Obtain, organize, and maintain W-9 forms from vendors and resolve problems with vendors.
• Other duties as assigned.

Supervisory Responsibilities

No direct supervisory responsibilities.

Qualifications

• Appropriate college coursework; 2 yr. business degree or equivalent or 2 yrs. previous similar support experience, including business office or administrative experience.
• Familiarity with standard office practices, and procedures, including filing and the operation of standard office equipment.
• Proficient technology skills including QuickBooks, Microsoft Windows and Office applications, Google Suite applications, and adapting and learning customized software and changing technology with minimal instruction.
• Must have excellent verbal and written communication skills including the ability to proofread the work of self and others with a high degree of accuracy.
• Must have correct business English, spelling, grammar, and punctuation.
• Must be able to perform basic accounting and mathematical computations with a high degree of accuracy.
• Must have knowledge of principles and techniques of project and record management.
• Excellent organizational and multiple-priority skills.

Working Conditions

• While performing the duties of this job, the employee is regularly required to talk, hear and see.
• The employee is frequently required to bend, stand, walk, and reach with hands and arms.
• Noise level is generally similar to an office environment but may be loud at times.
• Repeated movements with the wrists, hands, and/or fingers while using a keyboard.
• Clarity of vision at approximately 20 inches or less (i.e., working with small objects or reading small print), including the use of computers.
• The employee will occasionally lift, push, or move (library material and/or equipment) up to 35 pounds.

Work Environment

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

We are an Equal Opportunity Employer.