Executive Assistant

Executive Assistant – Full time salaried position with benefits at the Ruth Enlow Library in Oakland.  Starting pay is $62,000/yr.

SUMMARY – Provides advanced level administrative, purchasing, records management and accounting services.

Duties:

• Manages the library system’s financial accounts and ensures balance accuracy
• Communicates with, maintains records for, and assists auditors with annual state required audits
• Administers grant funding and submits reimbursement requests
• Assists with annual budget preparation
• Prepares and files all Maryland sales tax reports for the Library system
• Reviews invoices for accuracy and pays the library system’s accounts payables in an accurate and timely manner with the Director’s approval
• Prepares Main Library bank deposits
• Audits branch library bank deposits and posts to proper accounts
• Oversees System’s fixed asset schedule and annual inventory
• Approves, computes and processes biweekly salaries for Library staff and contractors
• Manages direct deposit of biweekly payroll for staff and contractors
• Completes and files all payroll reports for staff and contractors
• Supervises all purchasing for Library System
• Oversees and assists employees with filing documents with the Maryland State Retirement Agency, maintaining accurate records
• Enrolls staff in continuing education opportunities
• Supervises two staff in their duties
• Assists with onboarding new hires
• Coordinates custodial services for all branches
• Attends scheduled Trustee meetings and records minutes
• Attends MSRA certified Retirement Coordinator meetings
• Provides advanced level clerical and office administrative support to the Director and Board of Trustees
• Collects, organizes and formats Library statistics as needed
• Assists Director in maintaining Library files
• Other duties as assigned or required.

Skills Required: 

• Integrity and conscientious character
• Excellent attention to detail
• Proficiency with accounting software.  Sage experience preferred
• Experience with filing systems and records retention 
• Proficiency with standard office equipment
• Ability to work with people of diverse needs and backgrounds
• Schedule flexibility required.
• Excellent oral and written communication skills
• Strong computer skills
• Ability to remain calm under pressure
• Ability to work as part of a team 

Education Level:  Bachelor’s degree required.  MSRA certification required.  Should have experience with human resources subjects.  Notary Public certification strongly preferred. 

Resume required.  Applications are available at all public libraries in Garrett County. Deadline for applications and resumes is March 2, 2024.