Administrative Assistant

VisionsHR•Poughkeepsie, NY

33d•$20 - $25•Onsite

About The Position

Provide assistance to the Executive Director by coordinating activities related to the MHLS Board of Trustees and Directors Association; events planning; maintenance of member information; creating and maintaining a favorable public image for the library system; and assistance with general office duties.

Requirements

Intermediate skills of Microsoft Office Windows, Word, Outlook, Access, Excel, and PowerPoint
Basic contributor-level skills with WordPress content management (e.g., create/edit Web posts and pages, upload and attach media)
Able to create and edit documents in Adobe Acrobat
Adaptability: Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Customer Service: Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Quality: Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Written Communication: Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Is reliable
Treats others with respect and consideration regardless of their status or position
Keeps commitments
Inspires the trust of others
Works ethically and with integrity
Works efficiently and effectively
Accepts responsibility for own actions
Reacts well under pressure
Upholds organizational values
Recognizes and reports unsafe conditions

Nice To Haves

Associate’s degree in Arts or Business (A. A. or A.B.) from a two-year college or university; or two years related experience and/or training; or equivalent combination of education and experience.
Notary Public

Responsibilities

MHLS Board of Trustees Support
Directors Association (DA) Support
Member Information
Online Calendar & Auditorium Booking
General Office Duties
Maintain awareness of and assist in managing the Executive Director’s schedule; providing real-time scheduling support by booking appointments and avoiding conflicts.
Produces and manages information (such as documents, presentations, worksheets, and charts) using the office productivity software products identified in the qualifications section of this job description under “Computer Skills.”
File and retrieve System documents, records, and reports; maintain hard copy and electronic filing system of documents as requested by the Executive Director.
Answer telephone promptly, efficiently, appropriately transfer calls.
Sort and distribute incoming mail and faxes.
Greet visitors and determine access to appropriate staff.
Prepare responses to routine inquiries and information requests
Perform general clerical duties to include but not limited to: photocopying, faxing, mailing; be familiar with fax and copy machines and assist users when necessary; recycle toner cartridges from printers, copy machines and fax machine.
Keep office supply closet organized and notify purchasing officer when items run low.
Maintain coffee/tea supplies for the auditorium and conference room and notify purchasing officer when items run low.
Participates and promotes green/sustainable initiatives including, but not limited to, proper recycling and energy conservation.
Assists the Business Office Staff with clerical tasks as needed.