Administrative Assistant

Job Type
Part-time
Description
This is a regular permanent position working 29 hours per week based on business need. We have 2 positions available at this time.
Administrative Assistant
Position Summary
Under the direct supervision of the Executive Assistant, the Administrative Assistant supports the library operations by performing office administrative duties. This position assists with a variety of clerical tasks such as preparing and organizing documents, managing supplies, providing purchasing/receiving assistance, and coordinating direct mailings.
The majority of work hours are spent on administrative and clerical activities.
Duties and Responsibilities
Essential
Supply Management
Oversees supply inventory by checking stock to determine inventory level. Anticipates needed supplies, purchases necessary materials and ensures receipt of supplies.. Prepares purchase quotes by verifying specifications and price. Supplies resource specialist with purchase requests Verifies receipt of items by comparing items received to items ordered.
Records and Reports
Maintains accurate records, collects statistics, tracks performance measures and prepares reports related to library services and events to include attendance, outcomes, evaluation, costs, etc. as required by administration. Completes clerical tasks such as record maintenance, document management, document scanning, compiling lists and drafting resource guides.. Keeps information accessible by sorting and filing documents. Prepares and organizes documents, including some documents for board meetings and mailings. Ensures the correspondence is accurate and free from grammatical errors. Coordinates tax form distribution. Sorts and distributes mail and packages. Maintains good attendance and timekeeping records.
Operations
Tracks board trustees volunteer hours. Trains and monitors new public notaries. Manages meeting room reservations on the website and internal calendars for district admin needs. May assist in the printing and distribution of library materials, brochures, fliers, etc. Works in an office setting and remotely. Open district mail and process payments in accordance to library policies and procedures.
Customer Service
Provides high quality internal customer service to other staff and vendors. Actively promotes respect for diversity and creates an inclusive, welcoming, and respectful library atmosphere that embraces diversity.
Clerical
Assists with special projects that may include sensitive or confidential information. Participates in other clerical and data entry projects as assigned. Updates job knowledge by participating in education opportunities.
Marginal
Runs errands for the library admin team.
Performs other duties as assigned.
Requirements
Minimum Qualifications
Knowledge, Skills, and Abilities:
Demonstrated commitment to diversity, equity, and inclusion.
Provides exemplary customer service and maintains a favorable public image of the library. The incumbent has a desire to work in a public service role. Has excellent interpersonal skills and the ability to communicate effectively and appropriately with people from diverse backgrounds, including youth, families, volunteers, and coworkers. Builds and maintains positive working relationships with individuals at all levels of the organization and fosters positive partnerships with outside organizations. Must be able to work alone at a location as well as remotely.
This position requires flexibility and juggling of tasks and priorities. The Administrative Assistant must be detail-oriented and accurate with exceptional organizational skills. Skills include: supply management, tracking budget expenses, vendor relationships, organization, internal customer service, and documentation skills.
Proficient with standard computer applications (including Microsoft Office and Google applications), Airtable and online searching. Ability to learn and adapt to new software and equipment technologies.
Experience: 1-3 years of administrative or office support experience, or equivalent experience, training, and/or education
Education: High School Diploma or G.E.D.
Training, Licenses, or Certifications: Valid driver's license
Supervisory Responsibility: May train and supervise volunteers performing a variety of clerical tasks.
Preferred Qualifications: An Associate's or Bachelor's degree. Bilingual, preferably Spanish-English, Russian-English, or other languages. Desired personal attributes include: a positive approach to interacting with the public, a continuous desire to update technology skills, and a sense of humor.
Working Conditions
Physical Requirements: This position requires the employee to routinely sit, stand, walk, and perform manual dexterity movements; constantly see, hear, listen, and speak clearly; occasionally twist/turn, stoop/bend, crouch, and maintain flexibility; seldom squat, kneel, climb, crawl, and balance. This position requires the employee to lift and carry objects weighing 10-25 pounds.
Mental Requirements: This position requires the employee to read, write, perform clerical duties, comprehend and use perception, perform alphabetical and numerical filing/sorting, and perform basic math.
Technology, Equipment, and Devices: This position requires the employee to regularly operate and exhibit proficiency with computers and commonly used computer applications copiers, printers, and email, cloud environments, and the internet. This position must be able to use the library's systems and databases. This position requires the employee to operate and troubleshoot general office equipment. This position may require operation of a vehicle on behalf of the District.
Expected Hours of Work: This position requires the employee to work a daytime schedule Monday-Friday. Position schedule is subject to change at any time at the discretion of management.
Work Environment: This position requires the employee to work on repetitive tasks, work alone, work remotely, and work around others. The position subjects the incumbent to have verbal contact with others, have face-to-face contact, and be subject to inside environments.
Expected Travel: This position requires limited travel throughout the library district.
Disclaimers: The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. Management reserves the right to assign or reassign duties and responsibilities to this position at any time.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
Meridian Library District is an Equal Opportunity Employer. Hiring and employment practices are done without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability. In addition, preference in employment may be given to veterans who qualify under state and federal laws and regulations.
Salary Description
Starting at $15.06/hour DOE