Job Description
Job Description
Administrative Assistant
Administration
Scheduled hours (25 per week) ideally Monday through Friday 12pm - 5pm / 1pm - 6pm.
Expertise
The Administrative Assistant is responsible for supporting the day-to-day operations of the Library’s administrative office and assists with the Library’s volunteer engagement program. This position is responsible for providing excellent customer service and assistance for all administrative office areas and provides general clerical support for Library departments and staff.
Essential Functions, Responsibilities, Knowledge and Skills
- I provide support for the Library Administrative Office areas such as the Administration Assistant Manager, Communications and Marketing, Human Resources, and Finance as assigned.
- I receive and welcome Library patrons and staff to the Administrative offices; I give logistical directions, provide general information and services, and redirect / escalate as appropriate. I answer telephones, respond to volunteer inquiries, and admit delivery personnel to the building.
- I serve as a resource for answering general procedural and functional questions related to the
Administrative Office and maintain a general knowledge of the day’s planned events.
I serve as an Administrative Office confidential employee; I maintain the confidentiality of various dataand information related to the activities and operations of the Administrative units.
I provide direct support for the Library’s intern program and volunteer management system including data entry, tracking training / requirements, assistance with orientations, recognition / thank you activities, and other volunteer engagement activities and communications.I serve as the primary meeting room and public reservable space scheduler / approver. I provide tours and instructions to users of the Library's public spaces, maintain inventory of equipment, and provide general oversight of space reservations. I escalate questions or concerns to my supervisor.I process and prepare Library mail, distribute incoming mail to units and individual in-house mailboxes,and prepare outgoing bulk mailings. I keep the mailing workspace organized and materials supplied. I
conduct mail delivery to the post office as assigned.
I provide support for cash counts and associated reports for the Library’s Finance department.I print and post a weekly calendar of events and meeting room schedules. I post and remove monthly Board meeting agendas.I assist with special events, programs, meetings, etc. for Library Administration. I make certain that allpractical steps required to ensure a successful meeting / program are undertaken and that appropriate records are maintained accordingly.
I serve as back up in preparation for Board of Trustees meetings, including assisting in preparing anddistributing agenda and materials. I may occasionally attend Board meetings and serve as note taker and may create draft meeting minutes and submit them for the Library Director’s review.
I conduct daily opening routines for the Administrative Office; ensure supply of office materials (paper for copier / printers, staples, toner and ink cartridges, etc.) are filled daily and stocked in appropriate areas. I keep the office machines in working order and contact Information Technology (IT) for repair requests.I order and maintain appropriate levels of office supplies for all Library units; I consistently monitorinventory levels, initiate and coordinate supply orders, and reconcile associated receipts. I maintain
organization of supplies.
I assist with responding to patron online comments and refer them to appropriate administrators or managers as needed. I gather and enter hard copy patron comments online from all Library locations from Building Services.I serve as backup support and work with the Administration Assistant Manager to create the monthly analysis report and other reports as requested.I assist with monthly and quarterly statistical reports from Library databases (meeting room and volunteer statistics and others as assigned). I maintain various files and records and support Library Administration with various print and digital communication functions.I perform routine, periodic and annual cost effectiveness analysis of office procedures, supply and vendor service / cost / quality of product. I ensure supplies are readily available and managed in a neat and orderly environment. I provide general office services and support for Library departments including copying, printing, laminating, name tag preparation, data entry, and other activities as assigned.I assist with research projects as needed.I have excellent interpersonal skills for interacting with patrons, employees and outside contacts; ability to be consistently pleasant, positive, and responsive to a diverse public and staff.I have strong computer skills; knowledge of and ability to adapt to various business software and hardware. I learn, adapt, and promote new software and equipment technologies.I have excellent listening and communication skills and demonstrate articulate and persuasive written and verbal skills.I work independently and as part of a team.I maintain good organizational and time management skills and demonstrate the ability to initiate, plan,coordinate, and implement projects and services and consistently meet deadlines while dealing with regular interruptions and multiple tasks.
I have strong analytical, critical thinking and problem-solving skills.I have good knowledge of library policies and procedures as well as knowledge of public library andbusiness computer applications with the ability to learn and adapt.
I concentrate and pay close attention to detail and demonstrate high standards of accuracy.Required Education / Experience and License / Certifications
High school degree required. Associate or Bachelor degree preferred; desire Business, Administration or related field of study and / or experience.Strong computer skills; knowledge of and ability to adapt to various business software.Supervision Received
Receives general oversight supervision. Follows standard procedures and operates with infrequent functional guidance. Works independently and normally sets workflow and performance routines. Uses a wide range of procedures and methods to meet job responsibilities. Refers only complex questions and problems to the supervisor or manager; most often accompanied with information, data, and solutions.
Supervision and Leadership Exercised
None
Working Conditions
Regularly sitting and performing various repetitive actions and extensive use of keyboards, mice, monitors, and varied digital devices, requires use of hands, fingers and repetitive motions.Frequently standing, walking, moving about on foot to accomplish tasks, and moving from one work site to another.Work has standard vision requirements; frequent speaking, vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels.Occasional to frequent travel, entering and exiting vehicles, driving, moving, and carrying materials to and from various locations.Occasional moderate lifting (25 lbs.) and infrequent heavy lifting (up to 50 lbs.). Assistance with excessive loads is required.Normal library working conditions; moderate exposure to office / maintenance chemicals (cleaningsolutions, glue, paint, etc.).
Occasional exposure to fluctuations in interior conditions such as noise and temperatures.May encounter exposure to outside elements, heat, cold, rain, snow, ice, etc. when traveling on librarybusiness.
Infrequent climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms.Reasonable Accommodations Statement
An individual must be able to perform, with or without reasonable accommodations, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.
Department : Library Administration
Reports to : Administration Assistant Manager
Benefit / FLSA Status : Regular, Hourly / Non-Exempt
Classification : Pay Grade 108
Hours / Week : Part-Time, 25 Hrs. / Wk.
Compensation : Hourly Rate : see Wage and Salary Schedule
Certification(s) : None
MCPL employees may be assigned to work on weekdays, evenings or weekends. MCPL remains open during local academic breaks and we are unable to accommodate extended absences, including those associated with semester breaks. MCPL work schedules adjust in response to changing operational needs.
This job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, assignments, or working conditions associated with this job.
MCPL is an equal opportunity employer and values diversity in its employees, patrons and community. We encourage applications from members of underrepresented minority groups.
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