Administrative Assistant II - Library

Basic Function

Provide skilled administrative support to the Library Services Department Provide assistance to customers by phone or front counter, determines nature of business and ensures timely responses.

SALARY

:                                  6A

REPORTS TO

:                           Administrative Services Manager

POSITIONS SUPERVISED

:      None

Typical Duties

1.  Serve as department receptionist, screen and refer telephone calls and email messages, field general questions, direct calls to appropriate department personnel, and take accurate messages. Answer public inquiries; process department mail and assign mailboxes; order office supplies. Responsible for reviewing and assigning department comment forms, logging them into the database and forwarding them to appropriate staff member for response.

2.  Edit and maintain administrative applications, forms and templates.

3.  Provide direct administrative assistance to the library management team by providing support such as typing correspondence, memoranda, and forms using proper grammar, punctuation, and spelling, and scheduling boardroom use.

4.  Serve as Library Services Department timekeeper. Organize, prepare, and summarize all department timesheets. Remain current on all timekeeping software systems, act as main department resource. Completing and processing personnel paperwork for department (i.e. Personnel Action Forms).

5.  Schedule and control display case usage to include applicants with non-profit (501c3) status, policy explanation, and check-in/out of each case. Notify supervisor if use of display cases and materials are out of conformance with policy and safety requirements. Responsible for communicating with applicants regarding timeliness of removing items at end of month.

6.  Update webpage and online calendar content related to Administration and facilities.

7.  Schedule and control meeting room use to include interviewing, policy explanation, fee collection and check-in and check-out of rooms. Coordinate video conferencing meetings. Assist in maintenance of equipment and rooms. Notify Supervisor if use of rooms and/or storage of equipment and materials are out of conformance with policy and safety requirements.

8.  Prepare and/or assist with all personnel and facility user reporting, including monthly usage statistics. Maintain departmental records in accordance with Borough records retention policy. Place facility work orders and coordinate tasks with appropriate personnel to minimize disruption of operations.

9.  Monitor PITS database, then if necessary, collect appropriate data and file an FNSB incident report with Risk Management.

10.  Responsible for all meeting minutes for large group library staff meetings. Set up and record on-line meetings.

11.  Key operator for copier, fax machine, and other office equipment. Serve as alternate key custodian for department. Including checking out and assigning keys or key cards to new staff or contractors. Issue lockers to necessary staff members.

12.  Provide backup for the Purchasing Agent position.

13.  Assist with deposits and the processing of public funds in accordance with Borough cash handling procedures. Serve as petty cash and change fund custodian.

14.  Assist in the processing and reconciliation of purchasing cards for the department.

15.  Maintain library files and fixed asset records. Serve as alternate fixed asset custodian.

16.  Research and respond to customer inquiries and questions from the general public, outside agencies, and borough departments. Maintain the community board information and all flyers posted.

17.  Maintain an updated and accurate desk manual.

18.  Assist with the design and creation of flyers, cards, and brochures.

19.  Assist with special projects as requested.

20.  Required to drive frequently to purchase supplies, do banking, deposits, assist North Pole Branch staff, and deliver materials as needed.

21.  Coordinate and assist with displaying the Library Foundation book tiles and book cards. Communicate with the Foundation about any issues with brochures, display items, etc.

22.  Other duties as assigned within the scope of assisting library staff with continued continuity of operations.

Position Requirements

MINIMUM QUALIFICATIONS:

1.  High school diploma or equivalent and four years of progressively responsible office administrative experience with knowledge of administrative practices and procedures.

2.  Demonstrated ability to operate a personal computer for a variety of computer programs; (MS Word, Publisher, and Excel required), type at a proficient level. Ability to operate a variety of office machines (copier, scanner, fax, multi-function phone, printers etc.).

3.  Prefer experience setting up and recording online meetings.

4.  Prefer experience with automated timekeeping, payroll, and financial accounting systems.

5.  PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST.)

KNOWLEDGE, SKILLS, AND ABILITIES

1.  Ability to compose, format and edit complex communications.

2.  Ability to comprehend and execute verbal and written instructions and to use independent judgement in applying established guidelines in varied situations.

3.  Must be capable of functioning with minimal direction and perform work in an organized and professional manner sometimes under stressful situations and the pressures of short deadlines.

4.  Ability to deal effectively and harmoniously with the public and maintain effective working relationships with other employees.

5.  Ability to maintain confidentiality of information and ability to use independent judgment.

OTHER

1.       A SKILLS TEST MAY BE ADMINISTERED TO ALL QUALIFIED APPLICANTS.

2.       This position requires a criminal background check.

Additional Information

JOB CONTACTS:

Frequent interdepartmental business contact and frequent contacts involving outside organization/agencies, and the public.

JOB RESPONSIBILITY:

Supervisor responsibilities: directs workflow of permanent/temporary/seasonal/  volunteers; experiences minor problems daily and occasional major ones; little immediate supervision is required: must use own initiative in handling most problems; the consequences of error, carelessness or mistaken judgment require normal effort to recover.

WORK ENVIRONMENT:

General office where conditions are pleasant; there is minor accident/hazard probability; requires short periods of moderate lifting, pushing or pulling (25-50 lbs.).