Business Office Administrator

Responsible for a variety of administrative support related to human resources, finance, purchasing, record retention, board meetings, and general correspondence. 

** Primary Responsibilities**

• Clerical and Administrative Support
  • Perform general clerical duties, including photocopying, faxing, distributing mail, and filing.
  • Serve as the primary point of contact for the Administration Office.
  • Organize and maintain office files and documents for easy access and reference.
  • Take and prepare minutes for all board meetings.
  • Upload approved minutes, agendas, and board-related documents to the Library’s website.
  • Assist the Executive Director in compiling board packets and other required legal documents.
  • Take and distribute minutes for all Management Team meetings.
  • Facilitate application process for Notary Commissions, professional memberships, conferences, and professional development courses.
  • Support planning and execution of quarterly staff in-service meetings.
  • Serve on Statistics and Safety Committees.
• HR and Financial Services Support
  • Perform accounts receivable and payable duties, including sorting incoming mail, entering invoice data, mailing checks, and handling cash deposits.
  • Process bi-weekly payroll efficiently and accurately and maintain employee records in payroll system.
  • Report payroll data to retirement plan carriers on a bi-weekly and monthly basis.
  • Maintain and reconcile files, receipts, purchase orders, and packing slips against monthly invoice statements.
  • Assist Finance & HR Manager with projects.
• Data Management
  • Oversee the collection and organization of library data for statistical reporting.
  • Track donations to the Library, ensuring accurate records of gifts and memorials, and produce confirmation letters for donors.
• Inventory and Supplies
  • Purchase and maintain an inventory of office and program supplies.
  • Keep community bulletin boards up-to-date and organized in the main lobby.
• Staff Support
  • Coordinate employee recognitions and annual social activities.
  • Track employee compliance with annual training requirements and initiatives.
• Additional Duties

  • Perform related work and any other duties as assigned by the Executive Director or administration.

**Minimum Qualifications **

• Associate’s degree preferred, High School Diploma or equivalent required. 

• Proficient in MS Office Suite.

• Ability to manage multiple projects simultaneously.

• Strong communication skills, both verbal and written.

• Strong organizational skills.

• Analytical and problem-solving skills.

• Ability to work with confidential documents.

• Two (2) years of previous experience in administrative support, human resources, business services, or another related field.

Physical Requirements

• Must be able to remain in a stationary position at least 50% of the time.

• Occasionally moves about inside the office to access filing cabinets, office machinery, etc.

• Occasionally moves office supplies or library equipment weighing up to 50 pounds.

Salary

$20.60 – $30.90 per hour

Benefits

The benefits of this position at the Batavia Public Library include:

• Insurance: Health, Life, Dental, and Vision

• Retirement: IMRF and optional matching 457 plan

• Continuing Education Opportunities

• Paid Time Off: Vacation, Sick, and PTO

The Batavia Public Library is an equal opportunity employer. We consider applicants for all positions without regard to race, color, religion, sex, national origin, age, disability, familial status, marital status, veteran status, sexual orientation, or any other legally protected status and complies with the Americans with Disabilities Act (ADA). Individuals needing accommodations in the recruitment process should notify the Human Resources Department in advance at (630) 879-1393.

How to Apply

[email protected]

Apply To

Batavia Public Library 10 S Batavia Ave Batavia, IL 60510

https://bataviapubliclibrary.org/