Administrative Assistant - Library

DATE:                   November 6, 2012 

JOB TITLE:           Administrative Assistant – Library

DEPARTMENT:     Library

DIVISION:             N/A 

IMMEDIATE SUPERVISOR: Library Director 

DIRECTION OF OTHERS: None

EDUCATION, TRAINING AND EXPERIENCE REQUIRED: Associate of Arts degree with a minimum of four years of relevant experience, or equivalent combination of education and experience. Writing skills and skill in using computers including word processing, spreadsheets, and database application required.

NATURE OF WORK: This is a responsible administrative position involving business management, office management and technical responsibilities concerned with activities of the Owatonna Public Library and the Owatonna Public Library Board.

Work involves exercise of discretion and independent judgment in undertaking a wide variety of tasks related to the Library and as an administrative assistant to the Library Director. The position requires understanding budgeting, purchasing, payroll, bookkeeping, secretarial work, special computer programs, and overall library services. The position requires communication between the Library and City departments, local, regional, state and federal agencies, vendors, and the general public. The position requires serving as secretary to the Owatonna Public Library Board. The position also provides direct public service to customers at customer service points, which may include evenings and weekend shifts.

WORK PERFORMED/AREAS OF RESPONSIBILITIES:

 I. Business Management

    A. Prepare payroll.

    B. Purchasing.

    C. Accounts payable.

II. Bookkeeping

    A. Process and reconcile daily monies with money reports generated from the integrated library system, receipts, and reports.

    B. Prepare bank deposits.

    C. Prepare receipts and acknowledgements.

    D. Maintain and track funds from various revenue sources. 

III. Administrative Assistant to the Library Director

    A. Assist in special projects and reports, gather and organize information. Prepare reports as required.

    B. Communicate needs and request information from other City departments. Respond to requests from the same.

    C. Communicate needs and request information from other government agencies, non-profits, and businesses. Respond to requests from the same.

    D. Confer with director and other staff members. Maintain and publicize public service schedule. Prepare and post notices of service hours, public meetings, etc. to community.

IV. Act as secretary to the Owatonna Public Library Board.

    A. Prepare and assemble materials for monthly Library Board meetings, including preparation of reports.

    B. Take and distribute minutes of meetings.

    C. Communicate with Library Board members.

    D. Handle library-related non-profit business.

V. Administrative Assistant for the Owatonna Public Library

    A. Manage meeting room reservations. Manage pamphlet racks, bulletin boards, and signage.

    B. Work with director to manage building and equipment. Check systems daily. Perform minor repairs and maintenance. Communicate building needs to other City departments. Manage recycling program.

   C. Collect statistics.

   D. Manage records.

   E. Materials acquisition: Research, order, receive, process invoices. Catalog and classify library materials. Create records for on-order materials.

   F. Correspondence.

VI. Provide a variety of services to the public at library public service points:

  A. Reception/telephone/information.

  B. Charge/discharge materials.

  C. Register patrons.

  D. Collect fines/fees.

  E. Reserve materials/audio-visual equipment.

  F. Instruct patrons in using on-line public access.

  G. Provide readers’ advisory service.

VII. Perform other tasks as assigned by Director.

 

EXTENT AND TYPE OF INTERACTION WITH PUBLIC:

  I. Frequent contact with public as secretary to the Library Director.

 II. Frequent contact with other agencies, organizations and city departments and through correspondence.

III. Frequent contact with public at library public service points, telephone, e-mail, social media, etc.

 

REQUIRED LICENSES, CERTIFICATIONS AND REGISTRATIONS:

 I. Must possess a valid Minnesota driver’s license.

II. Must be a Notary Public.

 

EQUIPMENT AND TOOL OPERATION:

I. Employee must be capable of operating miscellaneous tools and office equipment relative to this position which shall include, but may not be limited to: computers, copiers, printers, facsimile machines, calculators.

 

HOURS AND WORKING CONDITIONS:

 I. The normal workday shall be five hours and the normal work week twenty (20) hours. Work hours will vary, and will include nights and weekends.

II. Most work is conducted in an indoor office environment.