Job Description

General Statement of Job

The Library Part-time Administrative Assistant is a twelve-month, part-time classified staff position reporting to the Library Director whose responsibilities include administrative work supporting operations and functions; maintenance of financial and personnel records; billing payments and reconciliation; inventory control; ordering library materials and supplies; scheduling meeting rooms; training and supervision of student workers within the administrative office; and typical clerical duties.

Specific Duties and Responsibilities

Essential Duties:

Track departmental budget information.

Order and receive office supplies, furnishings, and library equipment.

Coordinate with vendors for equipment purchase, maintenance, and repair.

Process invoices and reconcile credit card statements.

Manage Library Director’s calendar and independently schedule appointments.

Screen incoming calls and correspondence; respond independently when possible.

Serve as receptionist and provide administrative support for all areas.

Maintain library’s master calendar.

Submit work orders for building and information technology issues.

Compose correspondence, complete forms, and processes documents.

Take and transcribe minutes of departmental meetings.

Provide training of and supervision for student employees in Library Administration.

Create and maintain database and spreadsheet files.

Schedule meeting rooms, notify employees, and create directional signage.

Prepare documents for institutional travel.

Coordinate travel plans and itineraries.

Arranges library events by coordinating and communicating with appropriate campus departments.

Process and acknowledge material and financial donations.

Maintains departmental statistics and generates annual reports with detailed and complex information regarding all aspects of library operations.

Clean and stock the library break room, supply closets, and other shared spaces.

Attend and participate in library meetings and committee work as requested.

Revise and update secretarial policies and procedures in partnership with the Library Director.

Participate in job development activities such as workshops and SWAN or MOBIUS meetings.

Promote/publicize library services and resources.

Collaborate with the Library Director in the evaluation of job performance and development of individual professional goals and objectives.

Assist at public service desks as needed.

Complete additional tasks or special projects as assigned by the Library Director.

Education, Experience, and Licenses

High school diploma or G.E.D.

Minimum of two years of college or technical school.

Solid computer and technology skills.

Strong customer service and supervisory skills.

Positive attitude and strong interpersonal skills.

Neatness and attention to detail are required.

Demonstrated oral and written communication skills including the ability to read and interpret. documents and speak effectively with a variety of people.

Ability to work independently without direct supervision and collaboratively with students, staff, faculty, community members, and librarians.

Commitment to learning about library operations, policies and procedures.

Preferred:

Supervisory experience.

Previous library experience.

Knowledge of Library of Congress Classification System.

Knowledge of Sierra Integrated Library System.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read, analyze, and interpret common business and technical journals, financial reports, and legal documents.
• Ability to respond to common inquiries or complaints.
• Ability to effectively communicate both verbally and by written means at a very high level.
• Ability to make ethical decisions in doing what is best for both students and the University.
• Ability to effectively present information to administrators, faculty, staff, regulators, students, public groups, and/or Board of Governors.
• Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

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