Description

Under general supervision, performs a variety of financial, operational, and administrative support functions for the Library. This position assists with the coordination and oversight of office administrative and financial activities and procedures to ensure efficient operations.

Essential Duties and Responsibilities
The following duties are illustrative and not intended to be all-inclusive:
Performs routine financial functions, including processing invoices, tracking expenditures, and assisting with budget-related activities
Provides administrative support to Library management and staff
Maintains records, files, and reports in accordance with City and Library procedures
Assists with coordination of office operations and administrative workflows
Prepares correspondence, reports, and other documents as assigned
Supports compliance with established policies, procedures, and financial controls
Responds to internal and external inquiries and provides general information
Performs related duties as assigned

Minimum Qualifications
Graduation from high school or GED equivalent
Four (4) years of work experience in accounting, secretarial, or office administration

Knowledge, Skills, and Abilities
Knowledge of basic accounting and office administration practices
Ability to maintain accurate records and perform detailed work
Strong organizational and time management skills
Ability to communicate effectively, both orally and in writing
Ability to establish and maintain effective working relationships with staff and the public
Proficiency in standard office software and systems

Working Conditions
Work is performed primarily in an office environment with standard equipment and includes interacting with the public and staff across multiple Library locations.

Application Process
Applicants must submit a cover letter, resume, and completed City job application by the posted deadline.

Duties

• Schedules meetings and activities and prepares and distributes minutes and agendas.
• Composes, prepares, and distributes correspondence and other documents.
• Assists internal and external customers via telephone and in person.
• Orders and maintains inventory of office supplies.
• Performs general office duties, such as copying, filing, faxing, data entry, and mail processing.
• Initiates, enters, and verifies departmental payroll.
• Completes accounting duties that may include cash handling, such as entering AP/AR, monitoring budget, billing, reconciling purchase orders, and processing expense reports.
• Supervises and coordinates the office operations and serves as the confidential assistant to the Library Director. Train staff members.
• Compiles data and prepare reports for review and action.
• Initiates, reviews and processes payroll documents and forms.
• Processes accounts payable/receivable and perform related bookkeeping activities, prepare financial reports.
• Receives funds, make deposits.
• Processes and coordinates Federal and State Grants, initiates requests for payment.
• Assists in the preparation, presentation and monitoring of the department/division budget.
• Serves as Secretary and support staff for the Library board, prepare agendas, take and transcribe meeting minutes and compose a variety of correspondence using a P.C. and related software.
• Revises, implements and maintains office procedures and filing systems.
• Secures and coordinates travel arrangements for staff members.
• Participates and assists in the selection of new employees.
• Prepares responses and completes survey forms and questionnaires.
• Attends meetings representing the office.
• Maintains confidentiality of information.
• Establishes and maintains effective working relationships with Officials, other agencies, fellow employees and the general public.

Qualifications

Minimum Required Qualifications

Graduation from high school or G.E.D. and four (4) years of full-time work experience in accounting, secretarial, or office administration;
or
Any equivalent combination of experience and training that provides the required knowledge, skill and abilities.