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Library Administrative Assistant, Rockport Public Library, Rockport, MA

Posted October 21, 2016

34.5 Hours per Week / $20.07 per hour

Job Availability: Immediately

Duties:

Paraprofessional work covers a variety of administrative tasks which include: monitor library accounts, perform payroll and bill payment functions, and coordinate daily schedule in conjunction with the Library Director. Work requires direct public interaction and interface with vendor, Town administrative, and Merrimack Valley Library Consortium (MVLC) personnel. Provides general oversight to staff and volunteers. Requires use of computer for email, Internet, word processing, accounting spreadsheets, and graphics. General knowledge of information, library service, and databases. Scheduled hours may include evenings and weekends. Although assistant may not perform all of the following tasks on a daily basis, s/he must know how to perform all tasks.

Administration

  • in the extended absence of Library Director, oversee day-to-day operations in consultation with Board of Library Trustees Chair

Accounting

  • handle all Accounts Payable and Accounts Receivable transactions
  • verify invoices, prepare and submit weekly bills
  • interface with vendors to resolve billing, shipping, and other customer service issues
  • reconcile monthly financial statements with library records and accounting office records
  • track all budget expenditures on weekly basis and generate monthly tracking spreadsheets
  • interact with Town Accountant’s office to resolve questions and obtain timely management reports
  • monitor labor and materials costs, and generate weekly and monthly tracking spreadsheets
  • deposit fine monies and donations appropriately
  • provide reports on account reconciliation, expenditures, deposits, labor, and benefit hour usage to Library Director and Trustees on monthly basis and other reports as requested

Personnel

  • maintain personnel records including accrual and use of vacation, personal, comp, and sick time
  • accurately record work time for all employees
  • prepare weekly payroll and enter information in Town’s automated payroll system
  • schedule and maintain work schedules
  • arrange for adequate coverage for unexpected and preplanned staff absences
  • coordinate with Payroll administrator in Town Treasurer’s office as needed

Programming

  • budget, plan, market, conduct and facilitate programs for adults.
  • place interlibrary loan requests for book groups that meet in the library

Public Relations

  • schedule use of public meeting rooms and coordinate room set up with custodian(s)
  • explain Library Meeting Room policies and suggest policy revisions as needed
  • prepare and disseminate press releases about library-sponsored events and other items of public interest with Library Director and Trustees
  • create/coordinate and post weekly signs about all events scheduled for the meeting rooms
  • oversee bulletin board displays at two entrances to the building
  • write and design signs, flyers, bookmarks, and hand-outs to inform patrons of new library policies, schedules, and services

Office Management

  • interface with other Town departments for routine problem solving
  • inventory and order office supplies, library supplies, and library materials–including, but not limited to, books, periodicals, audiovisual items for circulating and local history collections–using applicable computer and/or manual systems
  • complete annual participation form for Massachusetts Regional Library Systems (MARLS) Material and Supply Cooperative, and abide by terms of that contract
  • prepare correspondence and acknowledge library donations
  • prepare drafts of policies, correspondence, reports at request of Library Director and/or Trustees
  • maintain postage supply and prepare packages for mailing
  • organize and maintain file system
  • attend meetings and educational seminars
  • perform other related duties as required

Requirements:

Knowledge

  • Bachelor’s degree plus two years’ administrative experience, knowledge of accounting practices and library experience preferred
  • attend continuing education programs
  • excellent written communication skills, including spelling, proofreading, and English grammar
  • expertise using computer with thorough knowledge of Microsoft business software, including MS Word and Excel
  • broad knowledge of general office skills and equipment
  • basic accounting and mathematical computations with calculator and Excel spreadsheets
  • attention to detail and accuracy
  • ability to work independently and as a team member
  • knowledge of book and non-book materials, bibliographical tools and resources, and general knowledge of library methods and routines
  • thorough knowledge of library practices, procedures, and techniques
  • working knowledge of laws, regulations, and departmental policies pertaining to library services

Abilities

  • perform variety of administrative, organizational, accounting, and word processing tasks
  • strong service orientation, courtesy, tact, sense of discretion, and adult judgment
  • maintain effective working relationships with other employees, agencies, town departments, vendors, and all aspects of the general public
  • communicate clearly and effectively verbally and in writing
  • work closely with Library Director to set daily priorities and projects
  • accept responsibility to initiate and carry out independent assignments
  • strong multi-tasking ability
  • attention to detail and accuracy
  • follow established routines and procedures
  • maintain confidentiality
  • stay abreast of new procedures and requirements affecting library services
  • supervise pages and volunteers

Skills

  • strong administrative, organizational, accounting, word processing, and computer skills
  • excellent interpersonal and communication skills
  • demonstrated aptitude for serving the public
  • proficiency using web-based library applications.
  • operation of computers, printers, copiers, and other office machines
  • accurate use of business English, grammar

Equal opportunity / affirmative action employer

Please submit a resume, cover letter, and 3 professional references to:

Cindy Grove, Library Director
Rockport Public Library
17 School Street
Rockport, MA 01966
Email: [email protected]
Phone: 978-546-6934

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