JOB ANNOUNCEMENT:

Administrative Services Specialist

Part-time hourly position; $24.11 to $27.57 per hour

20-25 hours: Full-time employment possible with additional assignment

ABOUT THE SIUSLAW PUBLIC LIBRARY DISTRICT

The Siuslaw Public Library strives to be the best small library system in Oregon. We serve the diverse information and recreation needs of approximately 20,000 patrons across two locations. Our library district offers more than 100,000 physical items, digital materials, technology devices, programming, and, most of all, with committed staff members. As a standalone local government, the library district is governed by an elected board, and funded by property taxes from our residents. Our rural landscape includes mountains, coastline, rivers, lakes, national forest, and farmland.

The Position: The Siuslaw Public Library has an opening for an Administrative Services Specialist to provide hourly support to library operations. The Administrative Services Specialist is responsible for tasks including: accounts payable and receivable; budget tracking; employee payroll, benefits, and leave administration; legal compliance; recordkeeping; providing support to the Library Director and the elected library board; and, managing the office operations of the library. The successful candidate will have a bachelor’s degree in accounting, human resources, or a related field; or an equivalent combination of related experience, education, and training. This position has a starting salary range of $24.11 to $27.57 with placement on the pay scale determined by education and experience. A strong benefits packet is available to regular employees working at least 20 hours per week.

For applicants interested in more than 20-25 hours per week, additional hours in the library’s circulation department may be available at the Library Assistant classification and pay rate--this job description is available on the library website. Evening and/or weekend shifts will be required.

Next Steps:

1. Apply today! In lieu of a résumé, you are required to complete and submit the Siuslaw Public Library District job application, which will be used to screen for minimum qualifications. Your application must be submitted via email or delivered in person or via mail to the Siuslaw Public Library District prior to the application deadline. Please note that no supplementary material (e.g. letters of reference or a résumé) will be considered unless requested.

2. Minimum Qualifications Review: Applications will be screened for minimum qualifications after the posting closes.

3. Subject Matter Expert Review: Depending on the number of applicants that meet minimum qualifications, a subject matter expert panel may perform an in-depth evaluation of your application. Additional materials such as transcripts, responses to essay questions, or work samples may be requested from you if you advance in the selection process.

4. Panel Interview(s): Panel interviews will be scheduled with candidates who successfully pass the application screening and, if applicable, subject matter expert review.

5. Additional materials may be requested of the top 3 to 5 candidates, as ranked by the interview panel.

6. Conditional Offer of Employment: A conditional offer of employment, contingent upon the successful completion of a reference check and background check and verification of the applicant's legal right to work in the U.S., will be extended to the successful candidate.

7. Start Date: A start date will be determined after all conditions of employment have been met.

8. Please note that Veterans' Preference will be applied throughout the hiring process as outlined in Oregon Revised Statutes. Qualified applicants must complete the Veterans' Preference portion of the Siuslaw Public Library District job application and provide required documentation with their completed application.

Accommodations: Applicants requiring reasonable accommodations in completing the application or the interview process should notify Library Director Meg Spencer by email or 541-997-3132.

Job Title: Administrative Services Specialist

Job Type: Regular part-time

I. Essential Functions

Under the supervision of the Library Director:

• Support the work of the Library Director and elected library board.
• Manage the office operations of the library.
• Process all accounts payable and accounts receivable payments for the library.
• Track and code all financial transactions for the library.
• Prepare, maintain, and monitor payroll and leave records of all Library personnel.
• Administer library benefits programs that include insurance, retirement, employee assistance, and etc.
• Organize and manage library files and records per local, state, and federal retention schedules.

II. Other Responsibilities

• Oversee all library financial transactions, including petty cash, credit cards, incoming donations and payments, and bank deposits.
• Work closely with the library's external accounting firm to reconcile monthly and annual financial transactions.
• Communicate with vendors and resolve any issues or billing disputes.
• Prepare correspondence and reports.
• Screen incoming mail and respond to routine requests on behalf of the Library Director.
• Schedule appointments and arrange Library meetings.
• Arrange local and out-of-town reservations for travel related to training or library programming.
• Assist in the preparation and distribution of tax-related documents, including 1099s and W2s.
• Provide regular budget reports to the Library Director, library board, and employees.
• Assist Library Director and external auditor with preparation of annual municipal audit materials.
• Assist employees with benefits questions.
• Assist with employee payroll.
• Order, inventory, and organize supplies, including office supplies, library processing materials, etc.
• Attend library board meetings and prepare minutes.
• Keep current on applicable laws and trends for employment, benefits, recordkeeping, and more.
• Assist other staff as needed, including basic circulation functions.
• Monitors maintenance contracts for office equipment.
• Perform minor janitorial functions.

III. Specializations

(not applicable)

IV. Abilities, Skills, and Knowledge

Required

• Strong knowledge of clerical practices and office technology.
• Strong knowledge of accounting processes and software.
• Strong knowledge of employee benefits processes and laws.
• Ability to learn library-specific clerical and automated practices.
• Ability to accurately use word processing and spreadsheet software.
• Ability to accurately type and perform complex mathematical computations.
• Ability to complete complex payment handling and cash register functions.
• Ability to troubleshoot office equipment that includes typewriters, copiers, postage meters, cash registers, and telephones.
• Excellent written and spoken communication skills, including the ability to convey instructions or directions, share information, and maintain relationships.
• Excellent customer service skills.
• Ability to work independently and to take initiative to successfully complete job duties.
• Ability to work successfully in a team.
• Ability to follow written and spoken instructions.
• Ability to read for comprehension and direction, including policies and procedures.
• Ability to prioritize tasks and handle more than one task simultaneously.
• Ability to maintain confidentiality with sensitive information.
• Knowledge of office procedures, software, and equipment.
• Knowledge of the organization of libraries.
• Knowledge of local governments.
• Punctuality and flexibility of schedule.
• Ability to work evening or weekend hours as assigned.
• Familiarity with and ability to follow all policies and procedures of the library, as defined by the Siuslaw Public Library Board.

Preferred

• Experience with QuickBooks Online.
• Previous experience in public sector employment.

V. Education, Experience, and Certifications

• This is an entry level, professional position.
• Minimum requirement: bachelor’s degree in Accounting, Human Resources, or closely aligned field or any satisfactory combination of experience, education, and training which demonstrates the knowledge, skills, and abilities to perform the essential functions of this job.

VI. Physical Requirements

• Regularly communicate by talking and listening in a positive and productive manner.
• Regularly use hands and fingers to perform tasks.
• Regularly move materials weighing up to 20-30 pounds, such as files, books, office equipment, etc.
• Occasionally move materials up to 40-50 pounds.
• Occasionally push or pull carts with up to 80-100 pounds of materials.
• Regular repetitive motion, including repetitive tasks.
• Regular periods of sitting.
• Frequent walking, reaching, and feeling.
• Occasional bending, stooping, or grasping.
• Rare kneeling or crawling.
• Frequent dexterity, coordination, and high accuracy while operating office equipment.

VII. Working Conditions

This position occurs in a variety of office and/or library work space settings. It usually has stable, well-managed, and comfortable job conditions. There is a potential for occasional hazards or obstacles, and a low level of personal risk stemming from environmental conditions and/or human-driven possible hazards. Conditions include:

• Regular interactions in person and by phone or email with library vendors, patrons, board members, visitors, colleagues, and volunteers.
• Frequent use of office equipment, including computers with keyboard and mouse, telephone, ten-key, and other electronic devices.
• Regular travel locally to post office and library’s bank is required.
• Occasional required travel, including to other library locations, or to workshops, professional meetings, or conferences.

VIII. Statement

The Administrative Services Specialist must have the ability to perform the essential functions and physical requirements of the position, with or without reasonable accommodation as defined by the Americans with Disabilities Act.

This position description covers the most significant essential and auxiliary duties performed by the position, but does not include other occasional work, which may be similar, related by, or a logical assignment for the position. This description does not constitute an employment agreement between the employer and employee or candidate, and is subject to change by the employer as the organizational needs and requirements of the job change.

Job Types: Full-time, Part-time

Pay: $24.11 - $27.57 per hour

Expected hours: 20 – 25 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 4 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• Weekends as needed

People with a criminal record are encouraged to apply

Work Location: In person