Administrative Assistant - August 2015

***A cover letter and resume are requested when submitting the application.***

Receives visitors to the library's administration office and performs a variety of highly responsible secretarial and general office duties.

Distinguishing Features of the Class

Under the supervision of the Library Accounting Manager, the Library Administrative Assistant(s) create a friendly and responsive atmosphere for staff and visitors in the administration office; provide secretarial support to the Library Director, Assistant Director and other Administrative staff. Responsible for maintaining payroll records, personnel records and employee benefit information, and general office files. Handles daily cash receipts, orders and distributes office supplies library wide, processing accounts payable and bi-weekly payroll. Works with the Library Director to record and transcribe minutes and maintain records of Library Board of Trustees and Library Foundation Board meetings. Exercises discretion and maintains confidentiality of sensitive information.

• Acts as executive secretary to the Director and Assistant Director

• Provides secretarial support to Administrative staff

• Takes minutes at meetings of the Library Board and Library Foundation

• Maintains the Library's central files

• Complies with Library records retention policy

• Serves as receptionist

• Serves as a notary public

• Operates and maintains office equipment

• Assists with personnel activities, including recruitment, hiring and record keeping

• Maintains employee records

• Processes Library daily receipts and makes daily deposit

• Orders office supplies and maintains inventory

• Prepares payroll and maintains payroll records

• Maintains employee insurance and benefits records

• Liaison with the City Human Resources department

• Processes accounts payable invoices and updates vendor files

• Updates intranet and maintains up to date information as needed using a content management system.

• Maintains public meeting room reservations

• Excellent grammar, spelling and proofreading skills

• Proficient with office equipment

• Proficient with Microsoft Office applications such as Word, Excel Outlook and Powerpoint

• Exercises discretion and maintains confidentiality of sensitive information

• Excellent customer service skills and phone manner

• Attention to detail and commitment to accuracy

• Ability to learn and apply money handling procedures

• Ability to coordinate and prioritize tasks to meet deadlines

• Strong commitment to public service

• Ability to work with library customers and staff in a friendly and efficient manner

• Excellent oral and written communication skills

• Accurate computer and keyboarding skills

• Ability to maintain reliable attendance and regular schedule

• Flexibility to adapt to changing situations and to vary work schedule

• Good vision and hearing

• Manual dexterity to operate computer and phone equipment

• Physical mobility

• Ability to lift and carry up to 40 pounds

• Valid driver's license, acceptable driving history and personal automobile for job-related transportation

• Satisfactory criminal background check and pre-employment drug screening

• Two years of college and 5 years secretarial or office experience

• Extensive experience using computers in a Windows environment

• Extensive experience using Word, Excel and Outlook

• Experience with accounting software

• Experience with intranet environment

• Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.