Administrative Assistant

Under the direction of the Library Director, performs highly skilled administrative and clerical work to support the activities of the library.  Functions range from routine clerical duties such as opening/mail and maintenance/ordering of office supplies, to processing invoices for authorization.  

Essential Functions:

Daily job responsibilities/functions to include, but not limited to:

·         Manages library meeting room bookings.

·         Maintains library business files.

·         Inventories and maintains office supplies. Consults with staff on needs and suggests purchases.

·         Prepares library invoices for authorization.

·         Serves as primary contact for vendors on matters related to billing and receiving.

·         Collects and counts receipts of payment for fines, fees, donations and other library transactions.  Prepares receipts for Director’s approval and to turnover to town following procedures set by the Town Treasurer and Town Accountant. Maintains records accordingly. 

·         Prepares and maintains a variety of records and reports at the request of the Library Director.

·         Ensures that office equipment is in working order.  

·         Assists with coordination and collection of statistics for annual reports.

·         Performs varied functions, routine to complex.

·         Other tasks as assigned by Director including infrequent work on public service desks.

Knowledge, Skills and Abilities:

·         General knowledge of computer software and systems including the Internet, word-processing, email, spreadsheet and accounting applications.  

·         Successful experience with accounts payable and receipts in an automated office environment.

·         Skill in organizing and maintaining records, as well as skill and accuracy in working with numbers and detail.  

·         Ability to work independently and prioritize tasks.  

·         Excellent communication skills including the ability to communicate effectively in oral and written formats.  

·         Able to exercise good judgment, courtesy and tact in dealing with public, vendors, and co-workers. Must demonstrate initiative, creativity, positive attitude as well as attention to detail and deadlines. 

·         Must be able to function effectively as a team member for group projects.  

·        Considerable ability to establish and maintain effective working relationships with superiors, subordinates, associates, town officials and the general public.

·         Excellent interpersonal skills, positive attitude, flexibility and creativity necessary.

·         Excellent customer service skills necessary. 

·         Ability to continue learning and building skills needed to function in a public library.  

Qualifications

Minimum requirement of Associate’s Degree in business or related field with knowledge of office practices and procedures.  

Full/Part Time

Part Time

Education

NA

Salary Range$20.92 - $23.78  / hour

Salary Notes

24 hour week; Four six (6) hour shifts including Monday and Friday. Five steps per union contract.

Closing Date

Open until filled

How to Apply

Please e-mail all cover letters/resumes to Human Resources Manager, Shalini Malik at [email protected].