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Library Administrative Support Specialist, Billerica Public Library (Billerica, MA)

Due to a pending retirement, the Town of Billerica seeks a friendly, dependable, well- organized, and detail-oriented candidate to serve as the Library Administrative Support Specialist. The Administrative Support Specialist works closely with the Library Director to support the Library’s operations by facilitating bookkeeping, payroll, paperwork, and additional support functions.

Primary tasks include:

  • Executes duties and tasks with tact and discretion, protecting confidential and sensitive information
  • Responsible for all accounts payable and receivable bookkeeping and prepares monthly reports of the Library’s expenditures and balances; reconciles reports with the Town’s Accounting Office
  • Processes all Human Resources and benefits paperwork, including paperwork for onboarding, offboarding, personnel updates, and salary changes
  • Prepares weekly payroll and tracks employee benefits in coordination with the Town’s Payroll Office
  • Maintains the Library’s office supply inventory and budget
  • Keeps the Library’s automated greeting up to date and accurate; routes calls to the appropriate department
  • Assists the Library Director with budget preparation, scheduling, event organizing, filing, and reporting
  • Maintains contact information and paperwork for library employees, vendors, and suppliers; ensures files are organized and accessible in appropriate shared Teams groups
  • Maintains and tracks the Library’s petty cash and employee Sunshine Fund
  • Covers the Library’s service desks to fill in coverage gaps and as assigned

Schedule: Schedule is Mondays, Wednesdays, Thursdays, Fridays/Saturdays 9am-5pm and Tuesdays 1pm-9pm. Fridays and Saturdays are on a rotating basis. One Sunday per month is also required.

Qualifications: A Bachelor’s Degree, a facility for working with numbers, basic accounting knowledge, and demonstrated understanding of administrative and managerial practice and procedures. Must be proficient in Microsoft Office Suite, especially Excel. Experience with municipal budgets, MUNIS, or library experience is a plus.

The candidate should also be organized and possess excellent interpersonal skills. They should be able to set priorities, manage time effectively, and collaborate and communicate with patrons and colleagues

Education: BA/BS

Salary Range: $961.70 – $1,313.56  / week

Salary Notes: In 9 steps with a full benefits package.

Closing Date: Available July 2024; Open until filled.

Apply To: 

Joe St. Germain, Library Director/ Billerica Public Library / 15 Concord Road / Billerica, MA 01821 / [email protected]

Please include cover letter, resume and three references (PDF format preferred if submitting electronically).