Administrative Assistant

Monroe County Public Library•Bloomington, IN

27d•Onsite

About The Position

The Administrative Assistant is responsible for supporting the day-to-day operations of the library’s administrative office and assists with the library’s volunteer engagement program. Responsible for providing excellent customer service and assistance for all administrative office areas and provides general clerical support for the library units and staff.

Requirements

High school degree required.
Strong computer skills; knowledge of and ability to adapt to various business software.

Nice To Haves

Associate or Bachelor degree preferred.
Business, Administration or related field of study and/or experience.

Responsibilities

Provide support for the Library Administrative Office areas such as the Administrative and Volunteer Engagement Coordinator, Marketing and Communications, Human Resources, and Finance, as assigned.
Maintain information confidentiality.
Receive Library visitors and staff to the Administrative office; give logistical directions, provide general information and services, redirect/escalate as appropriate.
Answer telephones, respond to volunteer inquiries and admit delivery personnel to the building.
Serve as a resource for answering general procedural and functional questions related to the Administrative Office and maintain a general knowledge of the day’s planned events.
Provide direct support for the Library’s volunteer management system including data entry, tracking data and information related to the activities and operations of the Administrative units.
Provide direct support for the Library’s volunteer management system including data entry, tracking volunteer training/requirements, assistance with orientations, recognition/thank you activities, and other volunteer engagement activities and communications.
Serve as the Library's meeting room and public spaces scheduler and approver.
Provide tours and instructions to users of the Library's public spaces, maintain inventory of equipment, and provide general oversight of space reservations.
Escalate questions or concerns to supervisor.
Provide support for cash counts and associated reports for the Finance unit.
Print and post a weekly calendar of events and meeting room schedules.
Post and remove monthly board meeting agendas.
Assist with special events, programs, meetings, etc. for the Administrative unit.
Make certain that all practical steps required to ensure a successful meeting/program are undertaken and that appropriate records are maintained accordingly.
Serve as back up in preparation for Board of Trustees meetings, including assisting in preparing and distributing agenda and materials.
Occasionally attend board meetings and serve as note taker; create drafts of meeting minutes and submit them for Director review.
Conduct daily opening routines for the Administrative Office; ensure supply of office materials (paper for copier/printers, staples, toner and ink cartridges, etc.) are filled daily and stocked in appropriate areas.
Keep the office machines in working order and contact Information Technology (IT) for repair requests.
Order and maintain appropriate levels of office supplies for all Library units; consistently monitor inventory levels, initiate and coordinate supply orders, and reconcile associated receipts.
Maintain organization of supplies and rotation/discard of dated invoice files.
Process and prepare Library mail, distribute incoming mail to units and individual in-mailboxes, and prepare outgoing bulk mailings.
Keep the mailing workspace organized and materials supplied.
Conduct mail delivery to the post office as assigned.
Assist with responding to patron online comments, and referring them to staff as needed.
Gather and enter hard copy patron comments online from all Library locations from Building Services.
Serve as backup support and work with the Administrative Coordinator in creating the monthly analysis report, and other reports as requested.
Assist with monthly and quarterly statistical reports from Library databases (meeting room and volunteer statistics; others as assigned).
Maintain various files and records, and support administration with various print and digital communication functions.
Perform routine, periodic and annual cost effectiveness analysis of office procedures, supply and vendor service/cost/quality of product.
Ensure supplies are readily available and managed in a neat and orderly environment.
Provide general office services and support for Library units including coping, printing, laminating, name tag preparation, data entry, and other activities as assigned.
Assist with research projects as needed.