Administrative Assistant

Description

Schedule

Regular weekly schedule of noon to 5pm Monday through Friday is required.  Flexibility to change schedule a few times a year for specific events is also needed.

Expertise

The Administrative Assistant is responsible for supporting the day-to-day operations of the library’s administrative office and assists with the library’s volunteer engagement program. Responsible for providing excellent customer service and assistance for all administrative office areas and provides general clerical support for the library units and staff.

Essential Functions, Responsibilities, Knowledge and Skills

• I provide support for the Library Administrative Office areas such as the Administrative and Volunteer Engagement Coordinator, Marketing and Communications, Human Resources, and Finance, as assigned. I maintain information confidentiality.
• I receive Library visitors and staff to the Administrative office; give logistical directions, provide general information and services, redirect/escalate as appropriate. I answer telephones, respond to volunteer inquiries and admit delivery personnel to the building.
• I serve as a resource for answering general procedural and functional questions related to the Administrative Office and maintain a general knowledge of the day’s planned events. 
• I provide direct support for the Library’s volunteer management system including data entry, tracking data and information related to the activities and operations of the Administrative units.
• I provide direct support for the Library’s volunteer management system including data entry, tracking volunteer training/requirements, assistance with orientations, recognition/thank you activities, and other volunteer engagement activities and communications. I am an active member of the Volunteer Advisory Committee and am responsible for taking meeting minutes.
• I serve as the Library's meeting room and public spaces scheduler and approver. I provide tours and instructions to users of the Library's public spaces, maintain inventory of equipment, and provide general oversight of space reservations. I escalate questions or concerns to my supervisor. 
• I provide support for cash counts and associated reports for the Finance unit. 
• I print and post a weekly calendar of events and meeting room schedules. I post and remove monthly board meeting agendas. 
• I assist with special events, programs, meetings, etc. for the Administrative unit. I make certain that all practical steps required to ensure a successful meeting/program are undertaken and that appropriate records are maintained accordingly. 
• I serve as back up in preparation for Board of Trustees meetings, including assisting in preparing and distributing agenda and materials. I may occasionally attend board meetings and serve as note taker; create drafts of meeting minutes and submit them for Director review.
• I conduct daily opening routines for the Administrative Office; ensure supply of office materials (paper for copier/printers, staples, toner and ink cartridges, etc.) are filled daily and stocked in appropriate areas. I keep the office machines in working order and contact Information Technology (IT) for repair requests. 
• I order and maintain appropriate levels of office supplies for all Library units; I consistently monitor inventory levels, initiate and coordinate supply orders, and reconcile associated receipts. I maintain organization of supplies and rotation/discard of dated invoice files. 
• I process and prepare Library mail, distribute incoming mail to units and individual in-house mailboxes, and prepare outgoing bulk mailings. I keep the mailing workspace organized and materials supplied. I conduct mail delivery to the post office as assigned. 
• I assist with responding to patron online comments, and referring them to staff as needed. I gather and enter hard copy patron comments online from all Library locations from Building Services. 
• I serve as backup support and work with the Administrative Coordinator in creating the monthly analysis report, and other reports as requested.
• I assist with monthly and quarterly statistical reports from Library databases (meeting room and volunteer statistics; others as assigned). I maintain various files and records, and support administration with various print and digital communication functions.
• I perform routine, periodic and annual cost effectiveness analysis of office procedures, supply and vendor service/cost/quality of product. I ensure supplies are readily available and managed in a neat and orderly environment. I provide general office services and support for Library units including coping, printing, laminating, name tag preparation, data entry, and other activities as assigned.
• I assist with research projects as needed.
• I have excellent interpersonal skills for interacting with patrons, employees and outside contacts; ability to be consistently pleasant, positive, and responsive to a diverse public and staff.
• I have strong computer skills; knowledge of and ability to adapt to various business software and hardware. I learn, adapt, and promote new software and equipment technologies.
• I have excellent listening and communication skills and demonstrate articulate and persuasive written and verbal skills.
• I work independently and as part of a team.
• I maintain good organizational and time management skills and demonstrate the ability to initiate, plan, coordinate, and implement projects and services and consistently meet deadlines while dealing with regular interruptions and multiple tasks.
• I have strong analytical, critical thinking and problem-solving skills.
• I have good knowledge of library policies and procedures as well as knowledge of public library and business computer applications with the ability to learn and adapt.
• I concentrate and pay close attention to detail and demonstrate high standards of accuracy.

Requirements

Required Education/Experience and License/Certifications

• High school degree required. Associate or Bachelor degree preferred; desire Business, Administration or related field of study and/or experience.
• Strong computer skills; knowledge of and ability to adapt to various business software.

Supervision Received

Receives general oversight supervision. Follows standard procedures and operates with infrequent functional guidance. Works independently and normally sets workflow and performance routines. Uses a wide range of procedures and methods to meet job responsibilities. Refers only complex questions and problems to the supervisor or manager; most often accompanied with information, data, and solutions.

Supervision and Leadership Exercised

None

Working Conditions

• Regularly sitting and performing various repetitive actions and extensive use of keyboards, mice, monitors, and varied digital devices, requires use of hands, fingers and repetitive motions.
• Frequently standing, walking, moving about on foot to accomplish tasks, and moving from one work site to another.
• Work has standard vision requirements; frequent speaking, vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels.
• Occasional to frequent travel, entering and exiting vehicles, driving, moving, and carrying materials to and from various locations.
• Occasional moderate lifting (25 lbs.) and infrequent heavy lifting (up to 50 lbs.). Assistance with excessive loads is required.
• Normal library working conditions; moderate exposure to office/maintenance chemicals (cleaning solutions, glue, paint, etc.).
• Occasional exposure to fluctuations in interior conditions such as noise and temperatures. 
• May encounter exposure to outside elements, heat, cold, rain, snow, ice, etc. when traveling on library business.
• Infrequent climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms. 

Reasonable Accommodations Statement

An individual must be able to perform, with or without reasonable accommodations, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. 

Department: Administrative

Reports to: Administration Assistant Manager

Benefit/FLSA Status: Regular, Hourly/Non-Exempt

Classification: Pay Grade 108

Hours/Week Part-Time, 25 Hrs./Wk.

Compensation: Hourly Rate: see Wage and Salary Schedule

Certification(s) None

MCPL employees may be assigned to work on weekdays, evenings or weekends. MCPL remains open during local academic breaks and we are unable to accommodate extended absences, including those associated with semester breaks. MCPL work schedules adjust in response to changing operational needs. 

This job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, assignments, or working conditions associated with this job. 

MCPL is an equal opportunity employer and values diversity in its employees, patrons and community. We encourage applications from members of underrepresented minority groups.