Administrative & Finance Assistant (Full-Time)
About The Position
Are you passionate about supporting accounting and finance functions in a vibrant, community-focused environment? Are you known for your exceptional organizational skills and attention to detail? Do you like being at the heart of an organization ensuring everything functions like a well-oiled machine? Are you looking to work at a service-focused library dedicated to connecting the community to knowledge, ideas, and information in meaningful and impactful ways? If so, consider coming to work with us as an Administrative & Finance Assistant and join our Administrative/Business office team. Under the supervision of the Business & Finance Director, the Administrative & Finance Assistant provides administrative and financial support for Library operations, including meeting room scheduling, invoice processing, cash handling and deposits, vendor records, purchasing, and general administrative functions.
Requirements
- High school diploma or GED required.
- Two years of office, administrative, banking, bookkeeping, accounts payable, or similar experience involving financial transactions and recordkeeping.
- Valid Illinois driver’s license, access to a personal vehicle, and proof of current automobile insurance required.
Nice To Haves
- Bachelors preferred.
- Experience handling cash, reconciling transactions, processing payments or invoices, or performing similar financial functions preferred.
- Strong interpersonal and communication skills, including the ability to explain policies and procedures clearly and professionally.
- Ability to perform financial and administrative tasks accurately, including cash handling, invoice processing, and recordkeeping.
- Proficiency with Microsoft 365, Adobe Acrobat Pro, and accounting and financial management software.
- Strong organizational and time-management skills, with the ability to work independently, manage multiple priorities, and meet deadlines.
- Adaptable to changes in existing practices, library routines, and workflows.
- Ability to grasp, push, pull objects such as files, file cabinet drawers, carts, and ability to reach overhead.
- Ability to lift up to 25 lbs. on an occasional basis.
Responsibilities
- Balancing daily cash receipts, maintaining the daily cash box and petty cash, and preparing weekly bank deposits.
- Maintaining the Library’s digital calendar and schedules meeting room reservations for Library-sponsored programs, community groups, and organizations.
- Resolving meeting room scheduling conflicts and communicating applicable policies, procedures, and requirements.
- Organizing and entering invoices and preparing Accounts Payable warrant reports each month.
- Processing and mailing warrant checks to vendors and maintaining vendor records and files.
- Providing administrative assistance to the Business & Finance Director and Human Resources Coordinator.
Benefits
- health, dental, vision, life insurance, IMRF pension program, paid time off, as well as other related benefits.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
