Library Administrative Assistant

City of Bellingham•City of Bellingham, WA

1d•Onsite

About The Position

The Bellingham Public Library is seeking a motivated, detail-oriented Library Administrative Assistant to provide on-site support to the Library Director and ensure the smooth operation of the library. This role serves as the confidential administrative assistant to the Library Director, performing a variety of administrative, office management, payroll, executive support, and budgeting and accounting support duties.

Requirements

High school diploma or General Equivalency Diploma (GED).
Three years of responsible experience in accounting support and office management.
Strong experience utilizing computer applications for word processing, spreadsheets, presentation software, and database management.
Keyboarding at 45 WPM.
Verification of ability to work in the United States by date of hire.
Employment contingent upon passing a criminal convictions check and child and vulnerable adult abuse records check.

Nice To Haves

One year of relevant post-secondary vocational or college training.
Experience utilizing computer graphics.

Responsibilities

Supports the work of the Library Director by screening calls, mail, visitors, and meeting requests.
Manages the Library Director’s calendar and communicates information on behalf of the Director.
Prepares reports, grant applications, policies, studies, Powerpoint slides, and illustrative graphs and charts.
Prepares routine and confidential correspondence and responds to inquiries from citizens and employees.
Supports the work of the Library Board of Trustees, including preparing agendas, board packets, and making meeting arrangements.
Attends Library Board meetings, takes notes, and prepares minutes.
Assembles and compiles information for statistical activity reports.
Schedules appointments and arranges meetings for the Library Director and Board members.
Manages office operations, including developing office procedures and performing administrative tasks related to payroll, timekeeping, budgeting, accounting, and personnel.
Orders and maintains inventory of office supplies.
Manages the Department’s records system, including developing and maintaining the administrative office filing system and record of contracts.
Updates policies and procedure manuals under the direction of the Library Director.
Prepares records retention schedules and arranges for transmittal and retrieval of records.
Responds to Public Record requests under the direction of the Library Director.
Prepares Library’s annual budget documents and monitors budget expenditures.
Initiates and prepares City Council agenda bills relating to the Library’s budget.
Prepares financial reports for the Director and Library Board of Trustees.
Assists in the preparation of the Library’s annual financial and statistical reports.
Performs accounts receivable and payable activities, including preparing requisitions, reviewing invoices, and maintaining financial accounts.
Counts and reconciles money from coin-operated equipment and reconciles Point of Sale revenues.
Acts as the primary time administrator for the department, initiating and processing electronic personnel actions.
Collects and maintains records of Volunteer background checks.
Collects compensation and comparative data for union negotiations and provides confidential negotiations support.
Arranges local and out-of-town reservations for conferences, transportation, and lodging.
Initiates travel authorizations and compiles back-up documentation.
Responsible for office asset inventory.
Distributes and maintains records for meter passes and temporary parking permits.
May type and track management proposals and prepare spreadsheets and other documents for presentation in negotiations.
Performs other related work of a similar nature and level.