Administrative Assistant

Traverse Area District Library•Traverse City, MI

About The Position

The Administrative Assistant, a member of the Administration team, is responsible for employing best practices in standard office, library public records, human resource, and communications functions. Serves as a confidential assistant to the Library Director and Finance and Human Resources Manager. In addition, the Administrative Assistant provides assistance to the Marketing and Communications Manager and Facilities Manager. To perform this job successfully, an individual in this position must adhere to the Library’s mission, vision, and core values and be able to meet or excel in the following representative responsibilities, knowledge, and abilities.

Requirements

Knowledge of library policies, procedures, and best practices for providing public library services to all patrons.
Ability to work effectively with the public and other employees.
Strong organizational skills with ability to prioritize workflow demands.
Strong business communication skills with excellent attention to detail.
Skill in use of office technologies including computers and office software.
Knowledge of current and emerging library technologies.
Ability to develop and execute innovative approaches to internal customer service.
Ability to be flexible and creative in a rapidly changing environment.
Skill in graphic arts for print and online communications.
Must be able to lift, stack, and carry up to 30 lbs.
Bachelor’s Degree or higher with business related courses
Three years of related office and support service experience
Valid Michigan Driver’s License and/or available transportation
visual and communication ability is required

Responsibilities

Assists the Library Director in management of Board functions such as distribution of committee and board meeting packets and associated business, maintenance of public record and notices, acting as Recording Secretary for the Board of Trustees in compliance with the Open Meetings Act, and serves as Notary Public for Library Board action.
Maintains the Library policy manual and library governance related website information.
Provides clerical support and assistance to the Library Director, Finance and Human Resources Manager, Marketing and Communications Manager, and Facilities Manager, with implementation of strategic planning and execution, as well as assisting with other management goals, projects, and innovations.
Maintains administrative files and records in compliance with state and federal law and with the District Library record retention policy.
Assists with development and maintenance of staff portal, and staff training and development programs, manuals, and resources.
Assists with routine clerical human resources tasks, aides in HR audits, onboarding, and maintains personnel records under the direct supervision of the Finance and Human Resources Manager.
Supports ongoing Library and work culture well-being, initiatives, practices, special events, and communications.
Performs bank deposits and reconciliations as well as other light financial duties under the direct supervision of the Finance and Human Resources Manager.
Maintains general office procedures and supplies.
Assists with communications content/projects and online sales under the direction of the Marketing and Communications Manager.
Maintains continual knowledge of state and federal laws pertaining to aspects of this position.
Actively works toward and reports progress on the Library’s strategic plan.
Adheres to all Library policies and procedures.
Works occasional weekends and/or evenings.
Prepares related reports, correspondence and records.
Performs related duties as required.