Business Office Administrative Assistant (Part-Time - 25 hours/week)

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.

Key Responsibilities:

Administrative

• Assist with projects, policies, and administrative needs for the Executive Director and Admin Department.

• Perform general office tasks including phone calls, emails, document scanning, maintaining business office files, distributing incoming mail, etc. 

• Attend monthly meetings of the Board of Library Trustees. Acts as Secretary to the Board in preparing and retaining various records/minutes and other reports for the Board with a high degree of accuracy.

• Organizes and maintains Library records in accordance with the Illinois Records Act (50 ILCS 205/1).

• Maintains library supplies, prepares supply orders, and processes deliveries.

• Supports the HR Generalist with payroll and benefits administration, as needed.

Financial

• Prepare A/P, A/R, staff expense reports, records of deposits, and bank reconciliation documents for library accountants. 
• Coordinate, reconcile, and record daily cash receipts, count change, and prepare/transport weekly bank deposits.
• Obtain, organize, and maintain vendor W-9 forms and resolve issues. 
• Run financial reports and create invoices in Quickbooks, as requested.
• Other duties as assigned.

Qualifications:

• Appropriate college coursework; two-year. Business degree, equivalent, or two years of similar support experience in a business office or administration.
• Excellent organizational skills and capacity to prioritize effectively.
• Exceptional technology skills with an ability to learn and adapt to new technology with minimal instruction. Proficiency with the following programs preferred: Quickbooks (desktop), MS Windows (Word, Excel), Google Workspace (Docs, Sheets, Slides, Forms, Calendar, Gmail), Asana, and Paylocity.
• Excellent verbal and written English communication skills, including the ability to proofread with a high degree of accuracy. 
• Ability to utilize discretion in dealing with others and handle all information in a confidential manner.
• Familiarity with standard office procedures and equipment.
• Basic accounting and mathematical skills with a high degree of accuracy.
• Basic knowledge of project management and record management.