Library Administrative Assistant II

**Location: **Framingham, MA **Category: **Staff **Posted On: **Thu Nov 21 2024 Job Description:

GENERAL STATEMENT OF DUTIES:

Provides office services by implementing administrative systems in accordance with Library procedures and policies and monitors and assists with administrative Library projects as needed.

For full class specifications, please view classification specs for Administrative Assistant Series.

SUPERVISION RECEIVED:

Reports to the Dean of the Library.

SUPERVISION EXERCISED:

Oversees student interns.

Responsibilities include:

• Manages administrative functions in the Library's main office.
• Performs tasks related to payroll paperwork and contracts for full and part-time staff, contract employees, interns and student workers.
• Oversees attendance process for full and part-time staff, contract employees, interns, and student workers.
• Oversees and manages online payroll records for Librarians.
• Oversees Library interns who report to Library Dean.
• Assists with new employee onboarding process.
• Oversees the purchasing of Library supplies, furniture and equipment, and prepares related documents and reports for the Library Dean.
• Processes memberships and software.
• Maintains account and billing records for Library equipment, furniture, supplies, expenses, etc.
• Supports office and software budget.
• Supports grant management and donations to the Library by overseeing budgets and reporting to the Library Dean.
• Maintains office files of reports, correspondence, budgetary materials, financial and statistical data, and expense reports.
• Distributes daily mail.
• Handles travel and conference arrangements and reimbursements.
• Provides administrative assistance with Library programs.
• Manages Library meeting room schedule and exchanges information with other campus departments regarding reservations.
• Liaison to the Facilities Department related to Library building needs and deficiencies (purchase of new equipment; installation, transfer or disposal of equipment, furniture, etc.; repairs, electrical problems, elevator issues, etc.).
• Responsible for annual inventory of Library assets process.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Liaison to the IT Department (hardware and software repairs, quotes, purchases, approvals, installation, etc.).
• Provides information by answering questions and requests by phone or by email, makes appointments, receives visitors, and is the initial contact for Library administrative matters for faculty, students, staff and representatives of outside organizations and suppliers of Library materials, equipment and services.
• Maintains supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipts of supplies.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing professional networks.
• Contributes ideas to Library team events activities.
• Supports all functions related to planning and implementing Library programming including food orders, vendor travel arrangements, payments and reimbursements, and marketing.
• Assists Library Dean in daily responsibilities and with projects as needed.

Job Requirements:

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.

Substitutions:

I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*

II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

ADDITIONAL QUALIFICATIONS:

• Experience with Microsoft Office, especially Excel.
• Strong organizational skills.
• College degree.
• Ability to multitask, follow detailed instructions, and prioritize tasks.
• Ability to work independently and take initiative.

Additional Information:

This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a union title of Administrative Assistant 2. The bi-weekly pay rate is $2,200.91 (grade 17, step 1).

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity employer.

Members of underrepresented or minoritized groups, women, veterans, persons with disabilities, and all persons committed to equity, diversity, and inclusive excellence are strongly encouraged to apply.

Apply Here: https://www.click2apply.net/DVzGbmfgnbrpOfJmMSjknG PI255407146

Qualifications

Full/Part Time

Full Time

Education

NA

Salary$2,200.91  / bi-weekly

Closing Date

How to Apply

Apply Online: https://www.click2apply.net/DVzGbmfgnbrpOfJmMSjknG