Administrative Assistant - Library

 

DATE:  June 12, 2015

JOB TITLE:  Administrative Assistant – Part-Time

DEPARTMENT:  Library

IMMEDIATE SUPERVISOR:  Library Director

DIRECTION OF OTHERS:  None

NATURE OF WORK:Serves as administrative assistant to the Director. The administrative assistant will also order books and supplies, be a bookkeeper, a liaison between library and city departments. Secretary to the Library Board of Trustees.
 

 Duties / Responsibilities:

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.

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.

 

 Qualifications:

EDUCATION, TRAINING AND EXPERIENCE REQUIRED:

Minimum Qualifications:  Associate of Arts degree with a minimum of four years of relevant experience, or equivalent combination of education and experience. Proficient in the Microsoft Office package. Must possess a valid driver’s license. 

Preferred Qualifications: Experience in working in a library setting.  Notary Public.

 Hours of Work/Physical and Mental Demands:

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee regularly sits, talks or hears, and uses hands to finger, handle or feel; frequently walks; and occasionally stands, stoops, kneels, crouch or crawl.  This employee must occasionally lift up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

HOURS AND WORKING CONDITIONS:

I. Work hours will vary and will consist of twenty eight (28) per week.

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