Library Office Assistant
Provides varied and complex administrative and office support for the library.
Typical Duties and Responsibilities
- Performs a range of administrative/office support services including: correspondence preparation; filing maintenance and retrieval; copying; customer service by phone, in person and through the mail; opening mail; scheduling meetings; arranging travel; responsible for coordination of college's videos and collection; extensive work with Friends of the library, development office, etc.
- Performs a variety of critical logistical support services including: planning and scheduling meetings, events, travel, etc.; arranging appointments; planning and overseeing mailings; preparing and circulating agendas/announcements/ minutes, etc.
- Answers questions by phone, in person, or by mail. Provides program information and explains program policies and procedures to diverse customers, both internal and external, providing expert counsel and advise.
- Collects and processes data and information collected from applications, forms, requests, insuring completeness and accuracy. Maintains supporting database and files.
- Prepares and proofreads documents including reports, library and equipment Contracts, and correspondence. Completes and prepares routine reports. May draft correspondence for signature of others. Coordinates in-house library publishing of newsletters and pamphlets.
- Conducts financial transactions such as purchasing goods and services, receive and deposit payments, monitor benefits and expenditures, submit and track payroll data, institute payment requests. Extensive work with library budget.
- Responsible for periodicals department. Ordering, opening, check-in, shelving, maintaining cardex, periodical holding list, and claiming missing issues. Supervise 6 to 10 periodical student assistants.
- Performs related duties as assigned.
Works independently within prescribed policies and procedures. Must work collaboratively with diverse individuals and groups. May supervise small support staff and/or student assistants.
- Knowledge and capabilities normally acquired through an Associate Degree in Business. Additional academic training preferred.
- Three years experience in an office setting sufficient to demonstrate competencies: customer service, project planning and management, PC based office software, budget planning and tracking, staff supervision, advanced word processing skills, and effective handling of confidential information.