Administrative Assistant- Main Branch

The Administrative Assistant ensures that the public and the Library system are served efficiently through the Chief Fiscal Officer.

Essential Duties and Responsibilities

Fiscal Operations

• Acts as an administrative liaison between the Fiscal office and Facilities, Technology, and Operations departments.
• Enters requisitions, tracks expenditures and provides reports. May prepare spreadsheets for budgets, grants or contracts, including tracking and maintaining expenditures and reconciling accounts. Prepares financial reports using on-line financial systems.
• Coordinates with Fiscal Office to develop and improve work processes.
• May assist with payroll, purchasing, and other accounting processes.

Building Management

• Administers the work order system, FacilityDude, and trains staff on its use.
• Processes purchase orders and supports procurement activities for Facilities and Technology departments.
• Reviews and reconciles invoices to ensure accuracy and alignment with purchase orders.
• Oversees annual blanket contract administration and ensures proper funding accounts are charged for services in Facilities and Technology departments.

Contracts & Negotiations

• Actively seeks out opportunities to improve business and operational processes/procedures.

Project Management

• Operates a postage machine and ensures it is properly set up, calibrated, and regularly maintained for daily mail processing. Monitor and replenish postage funds and ensure budget compliance.
• Applies project management practices to plan, track, and support successful execution of organizational initiatives.

Records Management

• Maintains organized internal office files, Board records, meeting minutes, and schedules in accordance with the Library’s records retention policy.

Performs other duties as assigned.

Minimum Education & Experience

• Education:  High School Diploma or equivalent is required. Associate’s/Bachelor’s degree in Accounting or a related field is preferred.
• Certifications or licensure: Notary Public is preferred.
• Years of relevant experience: 2 or more years is preferred.
• Years of experience supervising: None.
• Pre-employment drug screening is required.
• Criminal background and education verification checks are required.

Knowledge, Skills, and Abilities

• Knowledge of meeting rules of order and protocol
• Knowledge of office equipment and the ability to perform minor equipment maintenance
• Knowledge of business mathematics and business English including spelling and grammar and the ability to proofread
• Knowledge of accounts payable processes, including invoice verification, purchase order matching, payment processing, and vendor communication, with the ability to maintain accuracy and timeliness in financial recordkeeping.
• Skill in problem-solving and maintaining a proactive and diplomatic demeanor in complex, ambiguous situations
• Ability to work with discretion and integrity when accessing or handling sensitive labor relations and management information, including matters related to negotiations, grievances, and personnel decisions, in a manner consistent with the responsibilities and legal obligations of a confidential employee.
• Ability to travel locally to library branches.
• Ability to use a computer and job-related software or systems applicable to the essential functions of the job, which may include, but not be limited to email/calendar software, internet/intranet browsers, word processing, spreadsheets, database software, and various systems of software used by the Library.

Physical Demands and Working Conditions - Light

• The work environment involves everyday risks or discomforts that require normal safety precautions typical of offices, which includes the need for general safe workplace practices with office equipment and computers, avoidance of trips and falls, and observance of fire regulations.
• Employee may be exposed to hot and cold weather conditions to perform tasks, or warmer or cooler temperatures within Library buildings and property.
• The noise level in the work environment is usually quiet.
• This position is performed in an office setting although off-site meetings in various settings occur. 
• Lifting light objects of up to 25 pounds and carrying them distances of up to 25 feet is required.
• Moving light objects of up to 25 pounds and pushing them distances of up to 25 feet is required.
• May require working irregular hours, including evenings and weekends.
• Some local travel by library vehicle/personal automobile is required.
• Occasional overnight travel may be required.

Salary: $16.92/Hour

Closing Date for Internal Applicants: August 25, 2025

Closing Date of External Applicants: Open Until Filled

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description. Reasonable accommodations will be made for persons with disabilities covered by the Americans with Disability Act [ADA] in accordance with its requirements.