Administrative Assistant

Carol Stream Public Library • Carol Stream, IL

12d • $20 - $25

About The Position

The Administrative Assistant supports the Management Team and Administration staff in the Library’s business and financial operations. The role performs a variety of administrative duties, including invoicing, bookkeeping, preparation of financial statements, and record retention.

The schedule is typically Monday through Friday from 9:00 AM to 5:00 PM, with one evening shift on the third Wednesday of each month to attend the Library Board of Trustees meeting. Applications submitted on or before November 13, 2026, will be prioritized.

Requirements

• Associate degree or equivalent.
• Two years of general office experience.
• Knowledge of QuickBooks accounting software and basic bookkeeping functions.
• Knowledge of sorting and filing techniques and record retention policies and schedules.
• Knowledge of administrative and clerical procedures and systems.
• Strong numeric and cash-handling ability, including accurate mathematical skills.
• Ability to establish priorities and maintain accuracy and attention to detail while managing multiple assignments and daily interruptions.
• Ability to exercise discretion and handle information, personnel details, and Library communications confidentially and professionally.
• Ability to work collaboratively as a team member and independently with minimal direction.
• Strong verbal, written, and electronic communication skills.
• Proficiency with Microsoft Office and productivity software, and ability to work in a PC and web-based environment while adapting to changing software and technology with minimal instruction.
• Basic problem-solving ability across a variety of situations.
• Ability to lift and carry up to 20 pounds on occasion.

Nice To Haves

• Two years of bookkeeping experience.
• Experience working in a Library setting.

Responsibilities

• Reconcile cash receipts, maintain cash banks at established levels, prepare and make regular deposits, and maintain supporting documentation for monthly financial reports and Board of Trustees meetings.
• Reconcile credit card statements and purchases made by Library staff.
• Process invoices, generate accounts payable checks, and record paid invoices for collection materials in the ILS.
• Maintain vendor and administrative files, maintain and update the IDES contractor list, and support fiscal and calendar year-end processes, including audit fieldwork and 1099 preparation.
• Provide support to Administration during hiring and onboarding.
• Assist Administration in coordinating staff in-service days, appreciation dinners, and other employee wellness initiatives; chair the Staff Social Committee.
• Sort and distribute mail.
• Monitor and purchase office and café supplies and coordinate property disposal.
• Interact with vendors to answer questions and resolve account and billing discrepancies.
• Maintain the vestibule slat wall for community publicity.
• Coordinate maintenance issues related to the postage meter, vending machines, printers, and coin operation machine.
• Assist in creating and updating documentation of Business Office processes and procedures.
• Assist with creating the monthly board packet, attend Library Board meetings, and record minutes.
• Process donation requests, honor books, staff anniversary gifts, and similar items.
• Perform other duties and projects as assigned.

Benefits

• IMRF pension plan enrollment for full-time employees.
• Eligible full-time employees may enroll in health insurance, with 80% funded by CSPL.
• Dental insurance, with employee-only coverage paid 100% by CSPL.
• Vision insurance.
• Optional retirement investment fund with pre-tax and Roth options.
• Flexible spending accounts.
• Life insurance coverage of $30,000 for full-time employees, with the option to enroll in supplemental life insurance.
• Paid time off for full-time employees: 7 paid holidays, 3 personal days, 2 floating holidays, 3 weeks of accrued vacation, and 12 days of annually accrued sick time.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree