Administrative Assistant

Meridian Library District•Meridian, ID

5h•$20 - $22•Hybrid

About The Position

The Administrative Assistant supports the library operations by performing office administrative duties. This position assists with a variety of clerical tasks such as preparing and organizing documents, data entry, managing supplies, providing purchasing/receiving assistance, and coordinating direct mailings. Works independently following established guidelines and at the direction of leadership. Provide administrative support to the District by performing a variety of clerical duties and delivering responsive service to internal and external customers, advancing the library's goals and supporting the needs of the community.

Requirements

Demonstrated ability to maintain and properly manage confidential information.
Provides exemplary customer service and maintains a favorable public image of the library.
Desire to work in a public service role.
Holds self accountable, and works to prevent mistakes in coordination with leadership.
Future thinking mindset and ability to see the bigger picture of task implications District-wide required.
Ability to identify and loop in stakeholders in a timely manner.
Possesses a strong ability to find information and answers independently.
Works with a positive attitude, is highly professional, and demonstrates integrity.
Excellent interpersonal skills and the ability to communicate effectively and appropriately with people from diverse backgrounds of all ages and demographics.
Builds and maintains positive working relationships with individuals at all levels of the organization and fosters positive relationships with outside organizations.
Must be able to work alone at a location or remotely as directed.
Flexibility and juggling of tasks and priorities.
Detail-oriented and accurate with exceptional organizational skills, and the ability to maintain confidentiality.
Skills include supply management, tracking budget expenses, building and maintaining relationships, organization, internal customer service, and documentation skills.
Proficient with standard computer applications (including Microsoft Office and Google applications), Airtable and online searching.
Ability to learn and adapt to new software and equipment technologies.
1-3 years of administrative or office support experience, or equivalent experience, training, and/or education.
High School Diploma or equivalent required
Valid driver’s license

Nice To Haves

An Associate’s or Bachelor’s degree.
Bilingual, preferably Spanish-English, Russian-English.
Positive approach to interacting with the public.
Continuous desire to update technology skills.
Sense of humor.
Knowledge of Board meeting protocol such as Open Meeting Laws and Roberts Rules of Order.

Responsibilities

Serve as the first point of contact for patrons calling the library
Provide phone assistance with general library inquiries and library card account questions
Answer, screen, and route incoming calls to appropriate branches and staff
Greet and assist District leaders, staff, visitors, and vendors at the Administrative Office
Support front desk operations, including room scheduling and reception duties
Maintain office supply inventory, including tracking, ordering, and distribution
Sort and distribute mail, packages, and interoffice correspondence
Assist with printing, document preparation, and records management
Provide general office support to administrators, staff, and visitors as needed
Oversees supply inventory by checking stock to determine inventory level. Anticipates needed supplies, purchases necessary materials and ensures receipt of supplies. Prepares purchase quotes by verifying specifications and price. Verifies receipt of items by comparing items received to items ordered.
Accurately enters, updates, reconciles, and/or retrieves accounting data, such as credit card charges, from systems and monitors purchases and financial transactions to comply with current District policy and procedures, including maintaining confidentiality with sensitive documents and information, and maintaining supporting documentation. Assists with coordinating tax form distribution for public access to all locations. Assists with financial tasks such as processing invoices, maintaining expense records, and assisting with budget tracking. Scans, files and logs accounting documents and removes records according to the records retention schedule. Assists in accurate and timely tracking of fixed asset inventory.
Maintains accurate records, collects statistics, tracks performance measures and prepares reports related to library services and events to include attendance, outcomes, evaluation, costs, etc. as required by administration. Completes clerical tasks such as record maintenance, document management, document scanning, compiling lists and drafting resource guides. Keeps information accessible by sorting and filing documents. Prepares and organizes documents, including some documents for Board meetings and mailings. Ensures correspondence is accurate and free from grammatical errors. Sorts and distributes mail and packages. Assists with asset tracking and annual inventory. Maintains good attendance and timekeeping records.
Tracks Board Trustee volunteer hours. May be required to attend once a month Board meetings. Trains and monitors new public notaries. May assist in the printing and distribution of District materials, brochures, fliers. Works in an office setting and remotely. Opens District mail and processes payments in accordance with District policies and procedures.
Provides high quality internal customer service to other staff and vendors. Actively promotes respect for diversity and creates a welcoming environment. Promotes a culture of accountability, teamwork, and adherence to the District’s guiding principles. Communicates clearly and professionally with internal and external stakeholders. Works collaboratively with staff across all departments to support operations.
Assists with special projects that may include sensitive or confidential information. Participates in other clerical and data entry projects as assigned.
Runs errands for the Admin team. Performs other duties as assigned.
Participates in committee groups as assigned by the District to demonstrate our commitment to a culture of inclusivity, collaboration, and professional development. This may include serving on a subcommittee, working group, or project team. Actively promotes respect for diversity and creates a welcoming environment.
Assists library leadership team as necessary with reports, purchasing, photography and staff photo management, and with staff badge creation.